Surgical Scheduling Coordinator

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group; United States; On-site; USD 40,000 - 65,000; Full time

Job summary

Brown Health Medical Group is seeking a Surgical Scheduling Coordinator to coordinate and schedule surgical procedures, pre-admission testing, and related appointments within a multi-hospital network. You will liaise between physicians, patients, hospital departments, and insurers to ensure seamless service and high-quality patient care.

The role requires strong communication, organization, and knowledge of scheduling workflows, with attention to patient-centered service and confidentiality.

Qualifications

• High School Diploma or equivalent required; associate degree preferred.
• Minimum of three (3) years of surgical scheduling experience in a physician practice or healthcare setting.

Responsibilities

• Coordinate and schedule surgical procedures across multiple facilities.
• Manage operating room block schedules and optimize utilization.
• Coordinate surgical assistant coverage and case requirements.
• Provide guidance to physicians and staff on schedules and policies.
• Communicate all schedule changes to physicians and OR staff.

Skills

Communication skills

Organizational skills

OBGYN terminology

Scheduling software

Confidentiality

Patient-focused service

Detail orientation

Education

High School Diploma

Associate degree in Healthcare Admin or related

Tools

Microsoft Outlook

Scheduling software

Job description

Position Summary The Surgical Scheduling Coordinator reports to the Ambulatory Clinical Manager and/or Practice Manager and is responsible for coordinating and scheduling surgical procedures, pre-admission testing, and related appointments across multiple hospital operating rooms and healthcare facilities. This role serves as a key liaison between physicians, patients, hospital departments, and insurance providers to ensure a seamless surgical experience while maintaining the highest standards of patient care and service. Brown University Health employees are expected to model the organization's values of Compassion, Accountability, Respect, and Excellence, which guide interactions with patients, colleagues, and the communities we serve. Employees are also expected to demonstrate the core Success Factors of Instilling Trust, Valuing Differences, Maintaining Patient and Community Focus, and Collaborating Effectively.

Key Responsibilities

• Coordinate and schedule surgical procedures for all OBGYN Associates physicians, including elective, urgent, robotic, and non-robotic surgeries, in accordance with hospital guidelines and physician preferences.
• Manage physician operating room block schedules, maximize utilization of assigned block time, release unused blocks as appropriate, and secure additional operating room time when needed.
• Coordinate surgical assistant coverage and related case requirements.
• Serve as a resource for physicians and practice staff regarding operating room schedules, hospital policies, and procedural requirements.
• Communicate all surgical schedule changes to physicians, operating room personnel, pre-admission testing departments, and other appropriate stakeholders.
• Utilize designated scheduling software and electronic systems to accurately schedule and document surgical cases.
• Meet with patients prior to surgery to review the surgical process, answer questions, and provide procedural guidance.
• Obtain required medical clearances from appropriate healthcare providers prior to scheduled procedures.
• Verify insurance coverage and coordinate with hospital financial counselors to facilitate pre-admission approvals and financial clearance.
• Obtain all necessary referrals, authorizations, and supporting documentation required for surgical procedures.
• Maintain physician surgical schedules through Outlook calendars and other scheduling platforms.
• Schedule pre-admission testing, pre- and post-operative appointments, obstetric anesthesia consultations, amniocentesis procedures, external versions, outpatient infant circumcisions, and other related services.
• Serve as a liaison for patients with special needs, ensuring appropriate accommodations and support throughout the care process.
• Monitor daily obstetrical patient activity, including delivery schedules and notifications.
• Coordinate communication and support services for patients experiencing pregnancy loss and notify hospital departments as required.
• Provide coverage for induction scheduling and other scheduling functions as needed.
• Monitor physician admitting privileges and ensure all privileges remain current.
• Communicate with physicians regarding suspended privileges and admission restrictions when applicable.
• Attend and actively participate in departmental meetings and training sessions.
• Support quality assurance, patient safety, environmental safety, and infection prevention initiatives in accordance with departmental and organizational standards.
• Perform additional duties and responsibilities as assigned.

Required Qualifications

Education: High School Diploma or equivalent required. Associate degree in Secretarial Sciences, Business Administration, Healthcare Administration, or a related field preferred.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and prioritization abilities.
• Knowledge of OBGYN medical terminology and surgical scheduling processes.
• Proficiency with computer systems, scheduling software, Microsoft Outlook, and related office applications.
• Ability to maintain confidentiality and demonstrate professionalism when interacting with patients and healthcare providers.
• Demonstrated ability to provide patient-centered service while addressing diverse cultural, developmental, and age-related needs.
• Strong attention to detail, problem-solving skills, and the ability to manage multiple competing priorities in a fast-paced environment.

Experience

Minimum of three (3) years of surgical scheduling experience in a physician practice or healthcare setting required. Experience demonstrating effective organizational, leadership, and communication skills, with the ability to serve as a resource for providers and practice staff.

Pay Range: $19.03-$31.39

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: 8-4:30 Work Shift: Day Daily Hours: 8 hours Driving Required: No

As Rhode Island's largest health system and private employer, Brown University Health is the state's premier provider of health services and includes the only Level I Trauma Center for southeastern New England. Today, more than 20,000 people work at Brown University Health and bring their unique skills, experiences, and compassion to their jobs every day. Formed in 1994, Brown University Health is a not-for-profit health system based in Providence, RI comprising three teaching hospitals of The Warren Alpert Medical School of Brown University: Rhode Island Hospital and its Hasbro Children's; The Miriam Hospital; and Bradley Hospital, the nation’s first psychiatric hospital for children; Newport Hospital, Saint Anne's Hospital and Morton Hospital, community hospitals offering a broad range of health services; Gateway Healthcare, the state’s largest provider of community behavioral health care; and Brown Health Medical Group, the largest multi-specialty practice in Rhode Island. Brown University Health is an equal opportunity employer that values diversity of cultural background, race, gender, age, religion, identity, ability, and perspectives - we are actively committed to a diverse workforce that represents the patients and community that we serve. We are invested in creating a respectful, inclusive, and equitable environment that supports the holistic well-being of our employees and their families. Join us and help build a healthier future for our patients - and for yourself.