Surgical Booking Coordinator

ClearpointHealth.c; Calgary; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player in healthcare is seeking a Surgical Booking Coordinator to enhance patient experience and streamline operations. In this pivotal role, you will serve as the first point of contact for patients, ensuring their inquiries are handled with professionalism and care. Your ability to manage communications across various platforms will be crucial in supporting the clinical team and improving patient processing. If you are an organized, detail-oriented individual with a knack for problem-solving and a passion for healthcare, this opportunity offers a rewarding environment where you can make a significant impact.

Qualifications

• Minimum 2 years of medical administrative experience preferred.
• Experience with CRMs and EMRs is essential.

Responsibilities

• Respond to client inquiries via multiple platforms including HubSpot and phone.
• Coordinate appointments between patients and medical staff.

Skills

Interpersonal Skills

Organizational Skills

Analytical Skills

Attention to Detail

Problem-Solving

Education

University degree in business or health sciences

Tools

HubSpot

Juvonno

MS Office

Job description

Location: Canadian Surgical Sols
1402 8th Ave. NW
Suite 300
Calgary, AB T2N1B9, CAN

Company Overview: Clearpoint Health Network (CHN) is one of Canada’s largest trusted providers of independent surgical and multi-disciplinary medical centres across Canada. Working in close collaboration with regional health organizations, hospitals, insurance providers, and workers’ compensation boards, Clearpoint delivers high-quality care across Canada meeting the needs of patients, while alleviating capacity pressure on public health systems.

Position: Surgical Booking Coordinator
Position Type: Permanent
Employment Time: Full-time salaried
Number of Positions: 1

JOB SUMMARY

As the Surgical Booking Coordinator, you serve as the first point of contact for all inquiries, demonstrating excellent interpersonal skills and a welcoming, professional demeanor when interacting with patients, colleagues, physicians, and the general public. In this role, you provide direct support to the administrative team to ensure the smooth and efficient flow of patient processing. You are responsible for managing incoming client inquiries across multiple communication platforms, including HubSpot, email, live chat, and phone. All inquiries must be diligently tracked in both HubSpot and Juvonno to support accurate reporting and help meet key performance indicators (KPIs). With a keen eye for detail, you ensure all tasks are completed in a timely manner, enabling the clinical team to effectively manage both pre-operative and post-operative patient care. Additionally, you build strong relationships with patients and their families, contributing to an exceptional overall patient experience.

KEY RESPONSIBILITIES

• Respond to daily client inquiries via Hubspot, phone, email, and physician referrals, providing education on facility services, programs, fees, financing options, clinical studies, FAQs, and physician information.
• Build trust by providing accurate information in a timely manner and maintaining ongoing dialogue with patients until all necessary information is received for surgeon consultation.
• Collect required patient data and diagnostics prior to surgeon consultation, along with all other necessary patient package and payment information.
• Coordinate appointments between patients and surgeons, anesthetists, and other clinicians as required.
• Identify and resolve client concerns promptly and with good judgment to ensure continuity of care.
• Update patient records in Hubspot and Juvonno accurately, maintaining highly confidential information related to patient care.
• Advocate for a working environment focused on continuous process improvement.
• Collaborate with managers, physicians, and support staff to facilitate case progression.
• Participate actively in all required meetings, summarizing key learnings and identifying pertinent trends in patient care and outcomes.
• Stay informed about key competitors, including their locations, pricing, and programming.
• Provide backup support to other Patient Advisors and Facility Coordinators as needed.

WHAT YOU BRING

• Minimum University graduate in business, health sciences, or equivalent.
• Minimum 2 years of medical administrative experience preferred.
• Experience working with robust CRMs and/or Electronic Medical Records (EMR).
• Strong attention to detail and accuracy.
• Exceptional organizational skills, with the ability to prioritize effectively and meet deadlines.
• Demonstrated ability for logical and ethical decision-making.
• Excellent interpersonal skills combined with the ability to interact professionally and efficiently with senior management and peers.
• Strong analytical skills and intuitive grasp of data.
• Proficiency in advanced MS Office software and customer service-related technical platforms.

WHO YOU ARE

• You are a well-organized, efficient, and resourceful individual capable of working independently with minimal supervision.
• You excel as a creative problem solver, adept at making sound judgments and managing unpredictable situations with ease.
• Your impeccable time management skills remain steadfast even in high-stress scenarios, enabling you to meet timelines and KPIs effectively.

Clearpoint Health Network will only contact those candidates being considered for an interview. We sincerely appreciate your interest in this opportunity and thank you for your application. By submitting your resume, you agree to Clearpoint Health Network sharing your information with representatives of the organization responsible for the hiring process. Clearpoint Health Network will keep your resume on file and protect your personal information in accordance with governing privacy legislation.

Accommodation is available upon request for candidates taking part in all aspects of the selection process.