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Role Description

The Surgical Assistant - Coordinator plays a critical role in ensuring seamless coordination of surgical assist providers, customer support, and exceptional patient experience. This position requires strong analytical skills, high attention to detail, advanced problem-solving abilities, strong communication, and a high level of customer focus and patience. The ideal candidate thrives in a fast-paced environment, manages complex logistics with ease, and is highly proficient in Microsoft Office, especially Excel for reporting, tracking, and workflow optimization.

Responsibilities

• Scheduling & Coverage Coordination
  • Serve as the primary point of contact for all customers regarding surgical assist coverage-related communications across assigned markets.
  • Learn and apply market-specific dynamics for surgical assist coverage.
  • Build strong, supportive relationships with each market’s clinical leadership.
  • Proactively identify coverage conflicts and provide multiple solution options using strong analytical and problem-solving skills.
  • Independently assess urgent coverage issues, escalate when appropriate, and communicate decisions clearly and promptly.
  • Provide guidance to clinical leaders on prioritization of coverage needs.
  • Ensure all clinical managers are supported with staffing coverage requirements.
  • Manage urgent add-ons and last-minute schedule changes with effective communication to all stakeholders.
  • Coordinate with surgeon offices to obtain complete and accurate case details.
  • Be main point of contact for all internal scheduling needs.
• Surgeon Office Communication & Relationship Management
  • Act as the main point of contact for surgeon offices regarding scheduling, coverage, and operational inquiries.
  • Proactively communicate coverage status, updates, and changes to surgeon offices.
  • Ensure surgeon scheduler contact information is maintained accurately in USMON/Salesforce for weekly case confirmations.
  • Reach out to surgeon offices during high-volume periods to identify unscheduled cases and offer services.
  • Support surgeon office education and collaboration with Direct Patient Billing teams.
  • Obtain credentialing sponsor forms from surgeon offices to support Surgical Assistant Operations.
  • Collaborate with scheduling team to ensure smooth onboarding of all new customers to our scheduling.
  • Foster strong, professional relationships with surgeon offices to enhance service delivery and customer experience.
• Clinical Operations & Project Support
  • Track and report on case volume, utilization, and cancellation trends.
  • Submit requests for new surgeons to be added to USMON/Salesforce.
  • Follow up with new customer requests to assess need and coordinate with operational and clinical teams to determine coverage capability.
  • Support onboarding of new surgeon office staff in collaboration with clinical managers.
  • Assist with additional clinical operational projects as assigned.
• Information, Documentation & Compliance
  • Support RCM and scheduling team in collecting, reviewing, and verifying patient demographics and insurance information as needed.
  • Monitor surgical descriptions and estimated duration of procedures to ensure accurate surgical assist coverage planning.
• Administrative & Analytical Responsibilities
  • Manage inquiries and support efficient case management workflows.
  • Utilize advanced Excel skills to generate operational reports, analyze scheduling and coverage trends, and identify opportunities for process improvement.
  • Leverage scheduling software and EMR platforms to maintain accurate data entry and workflow execution.
• Technical Skills
  • Advanced proficiency in Microsoft Office, particularly Excel (data sorting, filtering, formulas, and report creation).
  • Strong computer literacy; experience with scheduling systems and EMR platforms.
  • Fast and accurate typing skills.
• Communication & Interpersonal Skills
  • Excellent verbal and written communication abilities.
  • Professional, collaborative interactions with surgeons, clinical leaders, staff, and external partners.
  • Demonstrated patience, empathy, and customer-focused service.
• Organizational Skills
  • Strong attention to detail with exceptional ability to multitask and prioritize in a fast-paced, dynamic environment.
  • Proven problem-solving and analytical skills to support decision-making and operational improvements.

Qualifications

• 3-5 years’ experience in surgical scheduling or a healthcare administrative role.
• Familiarity with EMR systems, medical billing, and authorization workflows is a plus.
• Proven experience working in a medical office or healthcare setting a plus.
• High school diploma or equivalent experience (additional education or certification in medical office administration or healthcare management is a plus).
• Proven experience in a medical office or healthcare setting, preferably in surgical scheduling or coordination.
• Must maintain professional appearance.
• Ability to be at work on a regular and consistent basis.

Physical and Mental Demands

This position will spend long hours sitting and using office equipment and computers. The position may also entail light lifting of supplies and materials occasionally, up to and including 20 pounds in addition to reaching, stooping, standing, and walking. This position requires the ability to talk, hear, compare, compute, compile, copy, analyze, coordinate, synthesize, negotiate, and communicate. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment

Standard office working environment that may be busy and noisy at times.