Surgical Services Operations Coordinator

Penn Medicine; Philadelphia (Philadelphia County); On-site; USD 55,000 - 75,000; Full time

Job summary

Penn Medicine in Philadelphia seeks a Surgical Services Coordinator for the Trauma-Surg Critical team at Hospital of the University of Pennsylvania. You will own scheduling, oversee workload, and support surgical services operations.

The role covers clinical, administrative, and billing coordination, coordinating cases, pre-op activities, and ensuring timely documentation. Requires HS diploma and 5+ years medical office experience; strong customer service and communication skills are essential.

Qualifications

• 5+ years medical office experience, or 5+ years customer service experience in a healthcare setting.
• Related clinical office experience preferred.
• Prior insurance verification experience is a plus.
• Strong scheduling, communication and multitasking abilities.
• Degree may be considered in lieu of some experience.

Responsibilities

• Owns, prioritizes and initiates implementation of assigned work functions.
• Escalation point for Surgical Services team as needed.
• Participates in select projects to be determined by leadership.
• Evaluates and manages workload distribution of the Surgical Services staff.
• Assist with recruitment, onboarding, and performance evaluations.
• Greets, screens, schedules and directs patients; primary contact for assigned patients.
• Retrieve and process incoming medical records/images; ensure scanning and review.
• Assists attending physician with patient relations and scheduling during outpatient hours.
• Provides coverage for practice team during absences.
• Schedules procedures and OR as directed.
• Coordinates prereq tests, imaging, labs for pre-op packages.
• Ensures operative reports and forms are posted for billing timely.
• Answer and screen all calls; maintain calendars; arrange travel and reimbursements.
• Complete prior authorizations for medications.
• Complete medical record requests; create/edit letters per physician direction.
• Contributes to scheduling protocols and practice changes.
• Trains and mentors new staff.
• Valued as subject matter expert in surgical specialty; triage patients to appropriate physician.
• Knowledge of reimbursement and protocols for referrals.
• Takes on special assignments as required.
• Proficient in systems necessary for practice operations.
• Ensure operative reports and encounter forms are billed within timeframes.
• Maintains knowledge of third-party payer reimbursement and protocols.
• Coordinates care across locations by scheduling follow-ups; collaborates on joint cases.
• Reviews intake documents to ensure pre-testing completed.
• Monitors progress of testing and imaging to meet program goals.
• Ensures adherence to timelines; reschedules as needed.
• Maintains scheduling questionnaires and protocols.
• Maintains knowledge of reimbursements from payers.

Skills

Customer service

Scheduling

Communication

Organizational skills

Education

HS Diploma/GED

Tools

EMR systems

Job description

Penn Medicine in Philadelphia seeks a Surgical Services Coordinator for the Trauma-Surg Critical team at Hospital of the University of Pennsylvania. You will own scheduling, oversee workload, and support surgical services operations.

The role covers clinical, administrative, and billing coordination, coordinating cases, pre-op activities, and ensuring timely documentation. Requires HS diploma and 5+ years medical office experience; strong customer service and communication skills are essential.