Surgical Coordinator

RWJBarnabas Health; Short Hills (NJ); On-site; USD 51,376,000 - 72,553,000; Full time

Job summary

RWJBarnabas Health is seeking a Surgical Coordinator to manage patient appointments and surgical procedures, coordinating between patients, physicians, hospitals, and clearance providers. You will ensure clinical, administrative, and insurance requirements are completed prior to procedures.

The role requires strong organizational skills, attention to detail, and experience with EPIC and medical terminology. Travel to partnered sites is expected; standard office hours apply.

Qualifications

• High School Diploma or equivalent required; medical office background preferred.
• Knowledge of medical terminology beneficial.
• Proficiency with computers and Microsoft Office; familiarity with copiers and fax machines.
• Ability to learn new systems and processes; strong organizational and communication skills.

Responsibilities

• Scheduling appointments and surgical procedures based on physician orders, patient needs, and practice requirements.
• Obtaining and verifying accurate surgical booking information and scheduling cases with high accuracy.
• Managing scheduling work queues and In Basket messages within EPIC and navigating patient charts to obtain necessary information.
• Reviewing patient charts to confirm required labs, imaging, pre-operative documentation, PAT completion, authorizations, and PCP or specialty clearances.
• Coordinating pre- and post-operative appointments and ensuring all clinical, administrative, and insurance requirements are completed prior to the procedure.
• Communicating consistently with patients, providers, hospitals, surgical centers, and clearance departments to confirm appointments and address scheduling needs.
• Monitoring surgical schedules for changes, cancellations, and rescheduling while supporting operational efficiency and provider block utilization.
• Maintaining accurate patient information and documentation within the EMR and creating and maintaining patient charts.
• Verifying insurance coverage and pre-authorizations and following up on outstanding requirements.
• Communicating appointment and procedure details with patients and responding to scheduling inquiries in a timely manner.
• Identifying and communicating scheduling or patient-related issues to the appropriate personnel and seeking clarification or assistance when needed.
• Providing exceptional customer service while maintaining patient confidentiality and supporting a positive patient experience.

Skills

Communication

Organizational skills

Customer service

Attention to detail

Multitasking

Problem solving

EPIC navigation

Microsoft Office

Medical terminology

Office equipment

Education

High School Diploma or equivalent

Tools

EPIC

Job description

Surgical Coordinator

Req #: 0000266188

Category: Clerical / Administrative

Status: Full-Time

Shift: Day

Facility: Barnabas Health Medical Group

Department: Thoracic Surgery Services

Pay Range: $17.93 - $25.32 per hour

Location: 101 Old Short Hills Rd, West Orange, NJ 07052

Job Title: Surgical Coordinator

Location: Barnabas Health Medical Group

Department Name: Thoracic Surgery Services

Req #: 0000266188

Status: Hourly

Shift: Day

Pay Range: $17.93 - $25.32 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

The Surgical Coordinator is responsible for coordinating and managing patient appointments and surgical procedures to support efficient operations and a positive patient experience. You will serve as a central liaison between patients, providers, hospitals, surgical centers, and clearance providers to coordinate scheduling and ensure clinical, administrative, and insurance requirements are completed prior to procedures. You will work closely with patients, physicians, and staff to obtain accurate surgical booking information, maintain patient records, communicate scheduling details, and help ensure patients receive timely and coordinated care.

As a Surgical Coordinator, a typical day might include the following:

• Scheduling appointments and surgical procedures based on physician orders, patient needs, and practice requirements.
• Obtaining and verifying accurate surgical booking information and scheduling cases with a high level of accuracy.
• Managing scheduling work queues and In Basket messages within EPIC and navigating patient charts to obtain necessary information.
• Reviewing patient charts to confirm required labs, imaging, pre-operative documentation, PAT completion, authorizations, and PCP or specialty clearances.
• Coordinating pre- and post-operative appointments and ensuring all clinical, administrative, and insurance requirements are completed prior to the procedure.
• Communicating consistently with patients, providers, hospitals, surgical centers, and clearance departments to confirm appointments and address scheduling needs.
• Monitoring surgical schedules for changes, cancellations, and rescheduling while supporting operational efficiency and provider block utilization.
• Maintaining accurate patient information and documentation within the EMR and creating and maintaining patient charts.
• Verifying insurance coverage and pre-authorizations and following up on outstanding requirements.
• Communicating appointment and procedure details with patients and responding to scheduling inquiries in a timely manner.
• Identifying and communicating scheduling or patient-related issues to the appropriate personnel and seeking clarification or assistance when needed.
• Providing exceptional customer service while maintaining patient confidentiality and supporting a positive patient experience.

The Surgical Coordinator role might be for you if:

• You communicate clearly and compassionately with patients, families, providers, and healthcare professionals.
• You are highly organized and can effectively manage multiple priorities, deadlines, and scheduling requirements.
• You enjoy coordinating schedules, solving problems, and navigating complex scheduling needs.
• You are detail-oriented and committed to accuracy when scheduling procedures and maintaining patient information.
• You respond promptly to office, patient, and scheduling inquiries.
• You work collaboratively while also being self-sufficient and comfortable taking ownership of your responsibilities.
• You are comfortable using electronic medical systems, including EPIC, and navigating patient charts.
• You can recognize when questions or unusual situations require clarification or assistance and promptly communicate with the appropriate personnel.
• You maintain a professional and customer-focused approach when working with patients and members of the healthcare team.

To be considered for this opportunity, you must have a High School Diploma or equivalent, preferably with a medical office background and knowledge of medical terminology. Proficiency with computers and Microsoft Office, familiarity with office equipment such as copiers and fax machines, and the ability to learn new systems and processes are required. Strong organizational, problem-solving, multitasking, communication, and customer service skills are essential, along with attention to detail and the ability to maintain accurate and confidential patient information. Travel required 1 day/week to work at a partnered site ( Belleville, Newark, Rahway, Livingston, Jersey City, Bayonne, Elizabeth)

Schedule: Monday through Friday 8:30AM-5PM, Full-Time, 40 hours per week. Hours subject to change based on practice's needs.

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short & Long Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

RWJBarnabas Health is an Equal Opportunity Employer