Thoracic Surgery Scheduler & Patient Care 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

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.