Surgical Scheduling Coord

Brown University Health; Providence (RI); On-site; USD 26,215 - 43,242; Full time

Job summary

Brown University Health is seeking a Surgical Scheduling Coordinator to manage surgical bookings across multiple facilities. Responsibilities include scheduling surgeries, coordinating with medical staff, and ensuring patient needs are met.

The ideal candidate should have at least 3 years of experience in surgical scheduling, excellent communication skills, and a background in medical office procedures. This position is crucial for maintaining efficient surgical schedules and requires strong organizational abilities.

Qualifications

• Minimum of 3 years experience as a surgical scheduler in a physician’s office.
• Knowledge of medical office procedures and terminology.
• Ability to communicate effectively with patients and staff.

Responsibilities

• Coordinate and schedule elective and urgent surgeries according to hospital guidelines.
• Respond to patient and provider requests regarding schedule.
• Obtain medical clearance and verify insurance for surgeries.

Skills

Surgical scheduling

Communication

Organizational skills

Medical terminology

Education

High school diploma or equivalent

Associate’s degree in secretarial sciences

Tools

Computer software for scheduling

Job description

Summary

The Surgical Scheduling Coordinator reports to the Ambulatory Clinical Manager and/or Practice Manager and performs a variety of surgical scheduling duties across multiple hospital operating rooms, medical admissions, and pre‑admission testing (PAT).

Responsibilities

• Demonstrate competency in performing surgical coordinating duties, individually and as part of a team, and exercise discretion when interacting with patients.
• Coordinate and schedule elective and urgent surgeries for the physician practice according to hospital guidelines.
• Utilize surgical block time whenever possible, release assigned blocks when requested by a physician, and request surgical time outside of block time if needed.
• Coordinate surgical assist cases.
• Respond to questions regarding the physician’s operating room schedule; communicate hospital policies and procedures to physicians and practice personnel.
• Communicate any schedule changes with the OR, PAT, and physicians.
• Use designated computer software and forms to schedule all surgical cases.
• Obtain medical clearance from the appropriate physician and verify insurance.
• Collaborate with hospital surgical services, hospital financial counselors, and other related parties.
• Provide demographics and insurance information for all cases to hospital financial counselors to perform pre‑admission approval.
• Obtain authorizations and referrals as required.
• Schedule appointments and testing within established guidelines, including pre‑admission testing, pre‑ and post‑operative appointments, and anesthesia consults.
• Respond to patient and provider requests and needs; collect cash and post payments where applicable.
• Act as liaison for patients with special needs.
• Check the office and surgery schedule daily.
• Monitor physician privileges to ensure that admitting privileges are current and notify physicians when privileges are suspended.
• Attend and participate in staff meetings.
• Maintain quality assurance, safety, environmental and infection control in accordance with established hospital department policies, procedures and objectives.
• Perform other related duties as assigned.

Cosmetic Surgical Scheduling Coordinator Responsibilities

• Follow up on customer calls for cosmetic services.
• Possess a thorough understanding of all cosmetic services.
• Educate patients about cosmetic options during phone inquiries.
• Educate and update department staff about current services.
• Discuss surgery costs with patients and facilitate scheduling of surgery dates.
• Follow up with patients after initial consultation.
• Develop a list for patients for future follow‑up.
• Support patient needs and expand relationships with existing clientele.
• Schedule surgery efficiently, working with hospitals, physicians, patients and staff.
• Make surgical confirmation phone calls.
• Provide patients with pre‑ and post‑operation dates and processes.
• Maintain high‑level customer service skills to establish and enhance positive relationships with patients, co‑workers, and providers.
• Maintain an up‑to‑date price list for all cosmetic and laser procedures as well as over‑the‑counter products and control inventory.
• Maintain good rapport with the surgical sites and staff.
• Maintain an up‑to‑date portfolio for physicians and providers in plastic surgery for patient reference.
• Maintain brochures/pamphlets for the services providers.
• Maintain marketing materials for patient handouts and mailing.
• Travel to surgical locations for patient/surgeon assistance when needed.

Minimum Qualifications – Basic Knowledge

• High school diploma or equivalent required; associate’s degree preferred in secretarial sciences or related field.
• Proficient personal computer skills.
• Excellent written and oral communication skills, effective prioritization and organizational skills.
• Knowledge of medical terminology.
• Understanding of providing care to patients throughout the life span with sensitivity to aging processes, human development stages, and cultural diversity.

Experience

Minimum of 3 years experience as a surgical scheduler in a physician’s office. Familiarity with medical office procedures, terminology, and surgical scheduling preferred. Experience should demonstrate effective organizational, leadership, and communication skills and willingness to function as a resource to the practice staff. Experience working in a healthcare environment such as acute care hospitals, physician offices, or ancillary healthcare enterprises is preferred.

Pay Range

$19.03 – $31.39 per hour

EEO Statement

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location

Brown Health Medical Group – 167 Point Street, Providence, Rhode Island 02903

Work Type

M-F 8:30 a‑5 p

Work Shift

Day

Daily Hours

8 hours

Driving Required

No