Surgical Coordinator

Boston Medical Center; Massachusetts; On-site; USD 28,000 - 40,000; Full time

Job summary

Boston Medical Center is seeking a Surgical Coordinator in the Gastroenterology department to coordinate and schedule outpatient and inpatient procedures, ensuring seamless communication among patients, surgeons, and staff. You will manage calendars, authorizations, and documentation to optimize operations.

The role emphasizes patient access, satisfaction, and accurate data entry, with a focus on timeliness and cross-department collaboration in a fast-paced hospital setting.

Qualifications

• High School Diploma or GED required; no prior experience needed.
• Scheduling experience preferred.
• Knowledge of insurance and billing processes preferred.
• Familiarity with EHR systems (Meditech, Athena, Epic) preferred.
• Excellent communication and interpersonal skills.
• Ability to read and write in English.
• Strong attention to detail and organizational ability.

Responsibilities

• Coordinates and schedules surgical procedures, pre-operative and follow-up appointments.
• Secures patient testing information and maintains scheduling records.
• Verifies patient insurance and identifies scheduling barriers.
• Interacts with patients, physicians, and staff to provide timely information.
• Assists with front desk coverage and mail handling as needed.
• Prepares and distributes required documentation and pre-authorizations.
• Maintains surgical logs and ensures data accuracy for upcoming days.
• Plans daily schedules to maximize modality utilization and avoid conflicts.
• Enters patient demographics and procedure data into the Radiology/EMR systems.

Skills

Organizational skills

Multitasking

Insurance knowledge

EHR knowledge

Communication skills

Attention to detail

Education

High School Diploma or GED

Tools

Meditech

Athena

Epic

Job description

POSITION SUMMARY:

Reporting to the <>, the Surgical Coordinator will coordinate, and schedule all required outpatient and applicable inpatient procedures, appointments, exams for the department ensuring seamless communication between patients, surgeons, and medical staff. The scheduler ensures accurate and efficient planning to optimize surgical calendars while maintaining compliance with policies.

The scheduler prioritizes patient access, patient satisfaction and department operations throughout all aspects of work and ensures appropriate copying and distribution of required documentation, including, orders, request forms and insurance documentation. Other responsibilities include: Maintains records and files; prepares reports, as needed, fields faxes and phone calls from provider offices, inpatient floors/units, reading rooms, community health centers and patients, and completes all necessary scheduling requests, inclusive of add-on exams and obtains and documents pre-authorizations for all medical exams and procedures that require it.

Position: Surgical Coordinator

Department: Gastroenterology

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Coordinates and schedules surgical procedures, pre-operative, and follow-up appointments.
• Secures all pertinent patient testing information.
• Produces and maintains weekly surgical log.
• Verifies patient insurance.
• Identifies scheduling barriers and implements solutions to improve scheduling.
• Interacts with patients, physicians, and other staff both within the clinic and at outside facilities providing accurate, timely and responsive information.
• Assist with front desk office coverage as needed.
• Sorts and distributes incoming and outgoing mail as applicable.
• Responsible for ensuring procedure preps are mailed to patients.
• Efficiently works assigned scheduling work queue to meet established productivity, service and volume goals
• Plans the daily schedule of the assigned modality ahead of time, in accordance with department scheduling policy and procedures. Follows managerial direction to maximize utilization of the assigned modality to prevent scheduling conflicts and meet the needs of the in-patients, out-patients and referring clinician and hospital floors/units.
• Obtains and enters out-patient demographic information and procedure data, including patient diagnosis and reason for test as well as the appropriate exam, into the Radiology Information System and Hospital Medical Record. Disseminates patient information and department request forms to appropriate departments and patient care areas.
• Reviews the Department Request forms for the upcoming days to ensure every scheduled appointment has the appropriate request, complete with clinical information, patient demographics and clinician signatures to ensure data accuracy. Provides the necessary paperwork to the designated radiologist, two or more days in advance of the appointment, for protocol preparation.
• Assists department with emergency re-scheduling due to equipment down or other events.
• Assists with incoming calls, add on-cases, and answers questions as appropriate.
• Maintains records and files, as needed.
• Prepares reports relative to daily schedules, as needed.
• Other duties and responsibilities as assigned

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

JOB REQUIREMENTS

REQUIRED EDUCATION AND EXPERIENCE:

• High School Diploma or GED; no prior experience required

PREFERRED EDUCATION AND EXPERIENCE:

• Experience with scheduling.

CERTIFICATIONS, LICENSES, REGISTRATIONS REQUIRED:

• N/A

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Strong organizational and multitasking abilities.
• Knowledge of insurance and billing processes preferred.
• Knowledge of, EHR (Meditech/Athena/Epic) preferred.
• Requires the ability to read and write in English.
• Excellent communication and interpersonal skills necessary to obtain and exchange factual information, and maintain positive working relationships.
• Ability to pay close attention to details.

Compensation Range:

$20.67- $29.09

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE

This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans