Office Manager/Surgical Coordinator

SB ADMINISTRATIVE SERVICES, LLC; Town of Smithtown (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

SB ADMINISTRATIVE SERVICES, LLC is seeking an experienced Office Manager/Surgical Coordinator in Smithtown, NY. The role oversees daily office operations, staffing, patient flow, scheduling, and billing processes within a healthcare setting.

The candidate will manage clerical staff, coordinate surgeries and preoperative appointments, maintain EMR records, and ensure policy compliance. Open to full-time, exempt, with responsibilities across administration and clinical coordination.

Qualifications

• Minimum 3 years of administrative experience, including 2 years of management experience in a health care setting
• Working knowledge of Electronic Medical Records
• Excellent communication, decision making, leadership and problem-solving skills
• Knowledge of medical practices, terminology and reimbursement policies
• High School diploma or equivalent required
• Two years of relevant surgical coordinator experience
• Strong written and verbal communication skills
• Knowledge of medical terminology preferred
• Excellent attention to detail, along with the ability to organize and prioritize workload while managing multiple priorities
• Intermediate to advanced computer skills

Responsibilities

• Oversees daily office operations and delegates authority to assigned staff.
• Assist in developing and implements short and long-term work plans and objectives for clerical functions.
• Assist staff in understanding/implementing clinical policies and procedures
• Develops guidelines for prioritizing work activities, evaluating effectiveness and modifying activities as necessary.
• Ensures that the office is staffed appropriately.
• Assist in the recruiting, hiring, orientation, development and evaluation of clerical staff.
• Establishes and maintains an efficient and responsive patient flow system.
• Oversees and approves office supply inventory, ensures that mail is opened and processed, and offices are opened and closed according to procedures.
• Supports and upholds established policies, procedures, objectives, quality improvement, safety, environmental, infection control, codes, and requirement of accreditation and regulatory agencies.
• Oversees and approves office invoices and submits in timely fashion to accounting for processing.
• Provides schedules input into Cerner/IDX and manages providers’ schedules and makes necessary changes.
• Address patient concerns and handle patient correspondence. Communicates with billing supervisor to correct billing errors in all offices.
• Manages and approves employees’ biweekly payroll
• Liaison between the patient and physician.
• Schedule and pre-authorize all surgeries and preoperative appointments.
• Coordinate and schedule surgical procedures with the patient and OR.
• Maintains updated and accurate notes in electronic medical record concerning all billing and insurance information.
• Contacts third party carriers to verify insurance benefits and obtains pre-authorization for all procedures.
• Generates insurance referrals as directed by the medical provider.
• Assists medical provider with patient care information applicable to scheduled service.
• Acts as point-of-contact for patients for rescheduled procedures and cancellations.
• Other projects as assigned.

Skills

Administrative experience

Management experience

Communication

Leadership

Problem-solving

Attention to detail

Organizational skills

Computer skills

Medical terminology

Education

High School diploma or equivalent

Tools

Electronic Medical Records

Job description

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Description

Responsibilities

• Oversees daily office operations and delegates authority to assigned staff.
• Assist in developing and implements short and long-term work plans and objectives for clerical functions.
• Assist staff in understanding/implementing clinical policies and procedures
• Develops guidelines for prioritizing work activities, evaluating effectiveness and modifying activities as necessary.
• Ensures that the office is staffed appropriately.
• Assist in the recruiting, hiring, orientation, development and evaluation of clerical staff.
• Establishes and maintains an efficient and responsive patient flow system.
• Oversees and approves office supply inventory, ensures that mail is opened and processed, and offices are opened and closed according to procedures.
• Supports and upholds established policies, procedures, objectives, quality improvement, safety, environmental, infection control, codes, and requirement of accreditation and regulatory agencies.
• Oversees and approves office invoices and submits in timely fashion to accounting for processing.
• Provides schedules input into Cerner/IDX and manages providers’ schedules and makes necessary changes.
• Address patient concerns and handle patient correspondence. Communicates with billing supervisor to correct billing errors in all offices.
• Manages and approves employees’ biweekly payroll
• Liaison between the patient and physician.
• Schedule and pre-authorize all surgeries and preoperative appointments.
• Coordinate and schedule surgical procedures with the patient and OR.
• Maintains updated and accurate notes in electronic medical record concerning all billing and insurance information.
• Contacts third party carriers to verify insurance benefits and obtains pre-authorization for all procedures.
• Generates insurance referrals as directed by the medical provider.
• Assists medical provider with patient care information applicable to scheduled service.
• Acts as point-of-contact for patients for rescheduled procedures and cancellations.
• Other projects as assigned.

Category Business Support

Exempt/Non-Exempt Exempt

Location John Labiak, MD

Full-Time/Part-Time Full-Time

Position Requirements

Qualifications

• Minimum 3 years of administrative experience, including 2 years of management experience in a health care setting
• Working knowledge of Electronic Medical Records
• Excellent communication, decision making, leadership and problem-solving skills
• Knowledge of medical practices, terminology and reimbursement policies.
• High School diploma or equivalent required
• Two years of relevant surgical coordinator experience
• Strong written and verbal communication skills
• Knowledge of medical terminology preferred
• Excellent attention to detail, along with the ability to organize and prioritize workload while managing multiple priorities
• Intermediate to advanced computer skills

Physical Demands

Must be able to sit for long periods of time and must have manual dexterity to work on a computer system and keyboard. May spend a great deal of their professional day walking, standing, moving and manipulating equipment, as well as lifting and moving objects, equipment and supplies. It is reasonable to anticipate lifting 20-25 pounds on any given day. Bending or twisting of the body may also be a frequent occurrence.

Shift Days

Tags

Salary Range $60,000-$75,000 annually

Position Office Manager/Surgical Coordinator

Open Date 11/3/2026

This position is currently accepting applications.