Surgical Medical Assistant/Coordinator

The US Oncology Network; Rockville (MD); On-site; USD 25,000 - 39,000; Full time

Job summary

Maryland Oncology Hematology is seeking a skilled Scheduling Coordinator to manage pre‑operative logistics, case scheduling, and patient communications in a clinical setting. You will coordinate with physicians, anesthesia teams, and facility staff to ensure timely procedures and accurate documentation.

The role requires strong medical terminology knowledge, excellent communication, and proficiency with Microsoft Office.

Qualifications

• High School diploma or equivalent required.
• At least three years in a clinical or procedural scheduling environment.
• Knowledge of medical terminology.
• Excellent communication skills and ability to multitask.

Responsibilities

• Plan, coordinate, evaluate, and promote continuity of care per standards.
• Review medications and health history for clearance implications.
• Coordinate case scheduling tasks and pre-procedure activities.
• Arrange pre-operative appointments and notify involved parties.
• Obtain necessary authorizations and ensure proper coding.
• Communicate surgical information and prep with patients.
• Maintain EMR alerts and handle scheduling documentation.
• Assist with training and supervision of junior staff.

Skills

Communication skills

Medical terminology

Education

High School diploma or equivalent

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Overview

Join Our Team at Maryland Oncology Hematology! We’re looking for passionate and talented professionals to join our team in providing exceptional cancer care. If you’re dedicated to making a difference for patients, physicians, and colleagues, we want to hear from you! With 15+ locations across Maryland and DC, we offer a dynamic and supportive environment where you can grow and thrive.

The general pay scale for this position at MOH is $17.99 - $27.67 per hour. The actual hiring rate is dependent on many factors, including but not limited to prior work experience, education, job/position responsibilities, location, work performance, etc.

Under minimal supervision, dedicated to internal surgery scheduling from physician’s orders as directed by the physician. Close working relationship and good communication with physician a must. Reserve operating room date and time. Schedule anesthesia and surgical assistant and any outside surgical representatives and/or equipment necessary for procedure. Provide patient with pre‑operative testing information ordered by physician. May be required to obtain any pre‑operative testing results requested by physician and take appropriate actions as directed by Physician. Obtain necessary insurance authorization and pre‑certification from insurance company with the proper Procedure (CPT) and Diagnosis codes (ICD‑10). Communicate to the patient surgical information, all necessary prep the date/time/location of the appointment. May help orient, train and assign work of lower level employees. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards.

Responsibilities

Job Description

• Plan, implement, coordinate, evaluate, and promote continuity of care consistent with established standards and practices.
• Review patient medications and health history; may impact clearance from other care providers.
• Coordinate tasks associated with case scheduling, including completion of all required pre‑procedure tasks based on type of case to include but not limited to the following:
• Coordinate pre‑operative appointments with/for the patient.
• Notify any needed representatives of the case (e.g., vendors, assistants, etc.).
• Confirm/verify if special products need to be ordered for the case.
• Coordinate, schedule, and authorize pre‑operative clearance testing and any diagnostic imaging (e.g., CT, MRI, US, X‑Ray).
• Complete and send all required scheduling documentation to the facility (include authorization/pending authorization info).
• Complete and send History and Physical, procedure order, and any required documentation to provider for review/signature.
• Complete and send consent forms with patient and provider signatures.
• Manage alerts in EMR and/or Practice Management System for applicable procedures.
• Scan any procedure‑related documents into EMR as applicable (e.g., signed orders, consents, clearances, authorizations).
• Review with patient the name of procedure to be performed and any embedded protocols, notifications, and tasks.
• Discuss with patient all preparations, including any required preps.
• Confirm scheduled date with the patient, facility, and anesthesia team.
• Request and ensure appropriate authorizations are obtained in a timely/effective manner for all scheduled procedures.
• For insured patients, determine necessary authorization and pre‑certification for procedures and related services using proper CPT and ICD‑10 codes.
• Review, audit, and adhere to medical policy as outlined by payors to ensure accurate authorization and prevent delays in reimbursement.
• Serve as a patient advocate and liaison between the patient, payor, office, and facility to answer questions and elevate issues.
• Maintain working knowledge of authorization requirements to prevent delays and denials.
• Ensure reports (e.g., pathology, operative, other) are captured in the chart.
• Schedule any needed follow‑up appointments not already scheduled, either directly or via clinic scheduler.
• Release any facility blocks in accordance with stated policy to avoid penalties associated with utilization rates.
• Administer and process financial and patient care commitments (with additional staff as appropriate).
• Notify appropriate personnel of any prepayment/collection requirements.
• Provide contact information for financial questions/concerns.
• Facilitate and schedule consultations, pre‑testing, diagnostic tests or procedures, referrals, and future appointments for patients.
• As necessary, facilitate communication between patient/family and interdisciplinary team and coordinate services related to patient care.

Qualifications

Minimum Job Qualifications (Knowledge, Skills, & Abilities)

• High School diploma or equivalent required.
• At least three years of experience in a clinical or procedural scheduling environment, including insurance authorization, verification, and/or scheduling, with ability to explain patient responsibility in accordance with their benefits plan.
• Knowledge of medical terminology required.
• Excellent communication skills, written and verbal, with ability to multitask.
• Proficiency with computer systems and Microsoft Office (Outlook, Word, and Excel) required.

Environment

Working Conditions:

• Work is performed in a medical clinic or physician suite environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Possible exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations, and other conditions common to healthcare environments.
• Physical Requirements:
• Requires full range of body motion including manual and finger dexterity, and eye‑hand coordination. Occasionally lifts and carries items weighing up to 40 lbs. Requires corrected vision and hearing to normal range.
• (This description is general in nature and is not intended to be an exhaustive list of all responsibilities. Other duties may be assigned as needed to meet company goals or site/location specifics.)

Optional Specialty‑Specific Addendum (if Needed)

• Single Provider Scope: Tasks associated with case scheduling for one provider.
• Multi‑Provider Scope: Tasks associated with case scheduling for multiple providers, requiring prioritization and multitasking.
• Specialty Experience: Insert any specialty‑specific coding or procedural experience requirements here.