Scheduling Coordinator II (Surgery & Procedures)

Children's Hospital of The King's Daughters; Norfolk (VA); On-site; USD 52,000 - 72,000; Full time

Job summary

Children's Hospital of The King's Daughters is seeking a Scheduling Coordinator II to manage complex surgical and procedural schedules across multiple surgeons and departments. The role requires coordinating with OR, ambulatory centers, and patients to ensure accurate planning, pre-procedure preparation, and informed consent documentation.

Responsibilities include verifying insurance authorizations, communicating potential out-of-pocket costs, and maintaining data in the EMR.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of experience in medical field or MA/MOA/MAA training.
• Excellent interpersonal skills for internal and external communication.
• Strong grammar, spelling and punctuation in exchanges.
• Ability to coordinate multiple schedules per guidelines.
• Ability to sort and file materials alphabetically or numerically.
• Proficient in using EMR systems, multiple scheduling apps, and computer tools.
• Knowledge of medical/surgical office procedures, ICD-10, and third‑party payer processes; coder certification preferred.

Responsibilities

• Schedules complex surgical and/or procedural cases for multiple surgeons and/or providers.
• Collaborates with surgical areas and hospital departments for routine, special and complex cases; communicates with OR to schedule appropriately.
• Meets with patients and families to discuss procedures and preparations.
• Discusses and coordinates financial arrangements including potential out-of-pocket costs for self-pay accounts.
• Completes accurate documentation of informed consent.
• Confirms insurance provider and obtains surgical authorizations; communicates to relevant parties.
• Coordinates with surgeons/providers for procedures and equipment needs.
• Reviews medical records to code procedures.
• Develops and inputs data and notes into the EMR.
• Provides clerical, administrative, and project management support.
• Suggests workflow improvements to enhance efficiency.
• May train/guide less experienced coordinators; may back up front desk.

Skills

Scheduling coordination

Interpersonal skills

Medical terminology

Insurance authorizations

Data entry

Education

High school diploma

Tools

EMR systems

Scheduling software

Job description

Monday - Friday 8-4:30 Travel to different locations required (Oyster Point location, Fort Norfolk location, Concert Drive location)

GENERAL SUMMARY

The Scheduling Coordinator II (Surgery and Procedures) coordinates schedules for surgical and/or procedural cases designated as complex and maintains processes for high-volume practices/specialties. Responsible for insurance validation and authorizations processes, maintenance of data, documentation and communication among surgical centers, procedural areas, physicians, staff, and patients for efficient flow and effective office functions. Reports to Practice Manager and/or Supervisor.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Schedules complex surgical and/or special procedures for multiple surgeons and/or providers according to department protocols and procedures; accurately completes surgical checklist to ensure procedure is scheduled correctly.
• Collaborates with other surgical/specialty areas and appropriate hospital departments as needed for routine, special and complex cases; communicates in a timely and accurate manner with the OR to schedule case appropriately.
• Meets with patients and families regarding patient surgical and/or procedural information; communicates required preparations and makes necessary arrangements prior to procedure.
• Discusses and coordinates financial arrangements including potential out of pocket costs for self-pay accounts.
• Completes accurate documentation of informed consent with patients and families for surgeries and procedures.
• Confirms insurance provider and obtains surgical authorizations, communicating to appropriate parties as needed.
• Communicates with surgeons and providers to clarify procedures and/or any special considerations; communicates with surgical vendors to ensure appropriate equipment is present for surgical / procedural case.
• Reviews patient’s medical record to appropriately code surgical and/or nonsurgical procedures.
• Develops and inputs data, notes, and/or special instructions into the electronic medical record.
• Provides clerical, administrative, and project management functions for the service area.
• Explores and identifies opportunities for improvements; recommends enhancements to improve workflow and office processes.
• May provide training and guidance to less experienced scheduling coordinators and new employees as directed.
• May provide back up support to the front desk when necessary.
• Performs other duties and specialized tasks as assigned.

LICENSES AND/OR CERTIFICATIONS

None required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• High school diploma or equivalent required.
• One to two years of experience in the medical field and/or training as Medical Assistant, Medical Office Assistant, or Medical Administrative Assistant (MA, MOA, MAA) or similar medical training (i.e. Medical Coding Training).
• Excellent interpersonal skills necessary in order to communicate effectively with internal and external contacts.
• Demonstrated ability to effectively gather and exchange information utilizing proper grammar, spelling, and punctuation.
• Must be able to coordinate multiple schedules based on individual preferences and guidelines.
• Must be able to sort and file materials correctly by alphabetical or numeric systems.
• General computer proficiency required, including the ability to utilize electronic medical record systems, utilize multiple computer applications and scheduling software, and maintain updated schedules.
• Knowledge of medical/surgical office procedures, medical terminology ICD-10 and third party payer processes or certification as a professional medical coder preferred.

WORKING CONDITIONS

Normal office environment with little exposure to excessive noise, dust, temperature and the like.