Surgical Coordinator

Centers For Advanced Orthopaedics, LLC; Bethesda (MD); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

FSA/HSA options

401(k) with employer contributions

Paid time off and holidays

Employer-paid life insurance

Disability and additional coverage

Employee Assistance Program (EAP)

Job summary

Centers For Advanced Orthopaedics, LLC is seeking a Surgical Coordinator to manage administrative duties for scheduling surgical operations and coordination with patients, surgeons, and insurers. The role emphasizes excellent customer service, documentation in EMR, and adherence to CAO guidelines.

Responsibilities include handling surgery department calls, intake processing, insurance verification, pre/post‑op planning, and post‑op follow-up with patients.

Qualifications

• High school diploma or GED required or equivalent.
• Minimum 1-2 years of clerical/administrative experience preferred.
• Knowledge of medical terminology, medical records, coding, and anatomy preferred.
• Proficient with medical record software, word processing, and database software.

Responsibilities

• Manage all incoming calls for the surgery department and direct questions to the appropriate facility, provider, or department.
• Guide patients through intake and sign-in documentation, collect charts, and verify insurance information.
• Schedule surgeries, coordinate equipment and rooms, and maintain surgical inventory.
• Understand surgical procedures and staff requirements to maintain accurate schedules.
• Communicate urgent matters to the surgery department, providers, and medical secretaries as needed.
• Prepare and send pre‑op orders to facilities and patients, including labs or tests as per protocol.
• Update patients’ scheduled surgeries and input post‑surgery data into EMR.
• Assist patients with pre/post‑op visits and post‑op paperwork for return to work/school.
• Follow up with post-surgical patients to answer questions and coordinate paperwork.
• Maintain compliance with state and federal regulations and CAO guidelines.
• Perform other duties as assigned.

Skills

Interpersonal skills

Organizational skills

Time management

Communication skills

Independent work

Teamwork

English proficiency

Education

High school diploma or GED

Knowledge of medical terminology

Tools

Medical record software

Word processing

Database software

EMR systems

Job description

Position Summary / Scope of responsibility

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Surgical Coordinator is responsible for administrative duties and correspondence regarding scheduling of surgical operations in a timely and accurate manner. The tasks, duties and responsibilities of Surgical Coordinator vary and require excellent customer service skills with patients, employees, and physicians. Including scheduling appointments with surgeons, calling patients to coordinate and remind of appointments, documenting within EMR systems, preparing billing, and working with insurers.

Primary Responsibilities

The incumbent may be asked to perform job-related tasks other than those specifically stated in this job description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the Mission, Core Values and Operating Principles of CAO.

• Responsible for all incoming calls for the surgery department. Will be responsible for any queries that patients might have to include directing patient questions to the appropriate surgical facility, provider, or surgery department.
• Provides and guides patients through completion of intake and sign-in documentation, gathering medical charts, and verifying insurance information.
• Ensures adequate preparation for surgeries by scheduling necessary equipment and procedure rooms and maintaining surgical inventory.
• Understands surgical procedures, such as the necessary time a surgery takes and the medical staff necessary to properly maintain a surgical schedule.
• Logs and communicates information on urgent matters with surgery department, providers, and medical secretaries as needed.
• Ensures all pre‑op orders are created and sent to the appropriate facility/facilities and/or sent to patients, including labs and/or any other testing required per physician protocol upon request of providers.
• Provides information and updates to surgery department regarding patients’ scheduled surgeries.
• Manages surgical documents, gathering and inputting patient information and entering post‑surgery data into patient records.
• Contacts and assists patients to arrange pre/post‑op visits as per individual physician protocol, review patients post operational information required after their surgery.
• Performs follow up calls to all post‑surgical patients to answer any questions they may have and assist with any post‑op paperwork the patient may need for return to work/school.
• Maintains compliance with all state and federal regulations and laws as well as CAO guidelines in all operations.
• Performs other duties as assigned.

Reporting Relationships

The Surgical Coordinator reports directly to the Practice Administrator.

This role has no direct reports.

Required Education and Experience

• High school diploma, or GED equivalent, required.
• Minimum of 1-2 years’ experience in clerical, administrative, or secretarial work preferred.
• Knowledge of medical terminology, managing medical records, medical coding, and human anatomy preferred.
• Skilled in operating various medical record software and hardware, word-processing, and database software programs.

Competencies/Required Skills and Abilities

• Strong Interpersonal Skills - Ability to develop relationships and collaborate and influence in a decentralized organization.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong oral and written communication skills with excellent self-discipline and patience.
• Able to work independently.
• Excellent time management, organization, and administrative support skills.
• Ability to work effectively as part of a team and also take initiatives when the need arises.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to sit for long periods of time and lift up to 50 pounds.
• Must be able to use appropriate body mechanics techniques when performing desk duties.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Some heavy lifting, pushing, and pulling exerted regularly throughout a standard work shift.
• Adequate hearing to perform duties in person and over telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.
• Requires exposure to communicable diseases, bodily fluids, medicinal preparations, and other conditions common to a clinical environment.

Benefits Include

• Medical, dental, and vision insurance
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options
• 401(k) retirement plan with employer contributions
• Paid time off and paid holidays
• Employer‑paid life insurance
• Voluntary supplemental benefits including disability and additional coverage options
• Employee Assistance Program (EAP)

Full‑time employees are eligible for employer‑paid life insurance. Part‑time employees are eligible for 401(k) participation. Benefits eligibility and employer contribution levels may vary.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.