Surgery Coordinator (Full-Time, Days)

Rochester Regional Health; Town of Canandaigua (NY); On-site; USD 25,000 - 32,000; Full time

Job summary

Rochester Regional Health is seeking a Surgery Coordinator to manage scheduling and coordination of surgical procedures across the system. You will liaise with physicians, patients, facilities, and vendors to ensure accurate pre-certifications, proper coding, and timely communications.

The role requires strong organizational and communication skills, with prior healthcare experience. Expect full-time daytime hours in the Podiatry department, with duties leveraging EMR systems and hospital

Qualifications

• Bachelor's degree in business, social sciences, human resources, or equivalent preferred.
• Three plus years of healthcare experience preferred.
• Strong analytical, computer, organizational, customer service and communication skills.
• For transportation departments, knowledge of IDX and CCS is beneficial.

Responsibilities

• Communicate with patients in person or by telephone with a cheerful, helpful attitude.
• Coordinate surgery with physician, patient, facility and vendor as needed.
• Obtain procedure and diagnosis codes to authorize/pre-certify surgery.
• Contact billing to obtain pricing for out-of-network and self-pay patients.
• Support physicians, clinical and clerical teams with scheduling questions.
• Complete pre-certification/authorization with insurance, scheduling peer to peer if needed.
• Document authorization/pre-certification and contact info.
• Coordinate surgical clearance appointments among patient, departments, and PCP.
• Notify patient of scheduled procedure and provide pre-op instructions; mail documents as needed.
• Coordinate arrival times with hospital and inform patients.
• Enter surgery in EMR Surgical Booking module; keep OR dates/times updated.
• Review and revise policies for scheduling; attend meetings if required.
• Verify add-on cases after hours and confirm surgeries as scheduled for billing.
• Review OR vs physician schedules for accuracy; update EMR accordingly.
• Facilitate transportation for patients to/from procedures if needed.
• Communicate with providers and departments through EMR.
• Act as regional liaison for RRH affiliates and sites needing coordination.
• Perform other duties to ensure efficiency.
• Maintain knowledge of department equipment (phones, computers, faxes, etc.).

Skills

Communication skills

Customer service

Analytical skills

Organizational skills

Education

Bachelor's degree in business or related

Job description

SUMMARY: As a Surgery Coordinator, your exceptional organization and management skills are key to the successful coordination of scheduling and maintenance of services throughout the system.

STATUS: Full-Time, Days

LOCATION: SCHI Brighton/Ambulatory

DEPARTMENT: Podiatry

SCHEDULE: Monday - Friday, 8am - 4pm

Key Responsibilities

• 1. Communicate with patients whether in person or via the telephone, with a cheerful and helpful attitude.
• 2. Provides coordination of surgery to be performed with physician, patient, facility and vendor (if needed).
• 3. Obtains surgical procedure and diagnosis codes to properly authorize/pre-certify surgery.
• 4. Contact the billing department to obtain pricing for out-of-network and self-pay patients.
• 5. Provides support to physician, clinical and clerical team members with questions and scheduling challenges
• 6. Completes pre-certification/authorization with the patient’s insurance company providing any necessary documentation. Schedules peer to peer with provider if necessary.
• 7. Document authorization/pre-certification once received along with contact information of the person spoken with.
• 8. Coordinates surgical clearance appointments necessary between patient, departments, other providers and/or PCP.
• 9. Contacts the patient and notifies them of the scheduled procedure and all necessary pre-op instructions. Copy and coordinate patient instruction and any necessary documents to be mailed.
• 10. Coordinates with the hospital the arrival times of each scheduled patient and calls them with this information.
• 11. Enters each surgery in the Surgical Booking module the EMR, and keeps spreadsheets up-to-date with correct surgery dates and times for OR.
• 12. Assists in reviewing and revising policies and procedures pertaining to scheduling function.
• 13. May need to attend the weekly/quarterly meetings with physicians to review procedures and case load.
• 14. Daily verification of add on cases performed after hours and confirm surgeries performed as scheduled to facilitate accurate billing.
• 15. Review OR schedule against office physician schedule for accuracy, update EMR system as procedures are scheduled.
• 16. May need to facilitate with scheduling timely and efficient transportation for patients to/from procedure.
• 17. Communicates through EMR with providers and other departments with pertinent information related to surgical cases if needed.
• 18. Acts as regional liaison for RRH affiliates and regional sites that need assistance with coordinating procedures. May need to obtain records from affiliates and sites not on EMR.
• 19. Performs other responsibilities as necessary to ensure efficiency within the practice.
• 20. Maintains operational knowledge of department equipment: telephones, computers, faxes, copier, printers, etc.

Desired Attributes

• Bachelors degree in business, social sciences, human resources, or equivalent preferred.
• An equivalent combination of education and experience will be considered.
• Three plus years of relevant healthcare experience preferred
• Strong analytical, computer, organizational, customer service and communication skills.
• For the transportation departments, knowledge of IDX and CCS is beneficial.
• Strong written and verbal communication skills

Required Licensure/Certification Skills

• None

EDUCATION: LICENSES / CERTIFICATIONS: PHYSICAL REQUIREMENTS: Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license. For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements. Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

PAY RANGE: $18.00 - $23.00 CITY: Canandaigua POSTAL CODE: 14424 The posted pay range is a good faith representation of potential base pay for this position. It may be modified in the future and eligible for additional pay components. Individual annual salaries/hourly rates could vary based on position details and FTE. Pay is determined by considering factors including, but not limited to, experience, relevant qualifications, specialty, internal equity, locations, and contracts.

Rochester General Health System is an Equal Opportunity /

Minority/Female/Disability/Veteran

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.

Rochester Regional Health is an integrated health services organization serving the people of Western New York, the Finger Lakes, St. Lawrence County, and beyond. The system includes nine hospitals; primary and specialty practices, rehabilitation center and immediate care facilities; innovative senior services, facilities and independent housing; a wide range of behavioral health services; and Rochester Regional Health Laboratories and ACM Global Laboratories, a global leader in patient and clinical trials.