Office Coordinator, Surgery Scheduling

Overview

Responsible for coordinating and overseeing the daily operations of surgical scheduling, OR coordination, front desk clinical operations, and related administrative activities within the Department of Surgery.

The Surgery Coordinator / OR Scheduler serves as a central operational resource supporting surgeons, advanced practice providers, clinical staff, front desk staff, patients, hospital operating rooms, pre-operative services, insurance companies, referring offices, and other clinical departments.

The position coordinates approximately 50–70 surgical cases per week for multiple physicians, including inpatient, outpatient, urgent, endoscopy, joint, and complex surgical procedures. Responsibilities include coordinating surgical scheduling, monitoring pre-operative requirements, ensuring authorizations and required documentation are completed, coordinating with hospital departments, supporting efficient patient flow, and maximizing appropriate utilization of available OR resources.

The position also provides day-to-day operational oversight, workflow coordination, training, and support for three clinical/OR support secretaries and front desk clinical operations.

The Surgery Coordinator / OR Scheduler is responsible for operational workflow direction and coordination. Formal Human Resources supervisory responsibilities, including hiring, termination, formal disciplinary action, compensation decisions, and formal performance evaluations, remain with designated department leadership unless specifically assigned to the position.

Responsibilities

• OR Surgical Scheduling
• 50-70 surgical cases per week, requiring coordination of pre-authorizations, OR time allocations, patient, hospital staff, and referring providers office' communication, and not limited managing the providers calendars ensuring office hours aren't impacted by scheduling.
• Direct oversight of three clinical/OR support secretaries who handle critical aspects of the OR scheduling workflow.
• Manage 14 physician's calendar, ensuring there are no conflicts with surgery postings, meetings, lectures, etc.
• Add urgent surgical cases as needed to assist
• Ensure call schedules are accurately placed on calendars. Inform staff and physicians of any conflicting appointments including EVMS Surgery emails, ACC emails and OR scheduling emails.
• Schedule inpatient and outpatient surgical procedures using the Epic system.

• Schedule from the in basket (EPIC), email or phone request from provider.

• Coordinating surgical procedures for all 14 physicians by analyzing the monthly call schedules, physician's calendars, acute care surgery rotation, trauma rotation, nights, EGS, ICU and coordinating hospital availability

• Coordinate and schedule surgery following the guidelines set by physicians onto physicians' clinical as well as administrative calendar.

• Schedule ACC clinic patients' surgical procedures as needed.

• Email any updates regarding surgery dates for ACC patients to the ACC clinic staff.

• Assist as needed with meetings with Sentara Norfolk General Hospital ACC clinic staff

• Monitors surgical cases to ensure required insurance authorizations, referrals, clearances, orders, and approvals are completed prior to surgery.
• Supports staff in resolving scheduling conflicts, patient access concerns, authorization barriers, provider schedule changes, and other operational issues.

• Provides day-to-day leadership, workflow direction, and operational oversight to clinical operations staff and surgical schedulers, as assigned.

• Staff Workflow Coordination and Operational Oversight.
• Assigns and prioritizes daily work based on surgical volume, provider needs, patient needs, deadlines, and departmental priorities.
• Coordinates front desk workflow to support efficient patient check-in, check-out, scheduling, registration, patient communication, and clinic flow.
• May act as the lead or supervisor for designated staff when formally assigned by department leadership, with the scope of authority clearly defined by the Practice Manager.
• Maintains appropriate communication with patients, providers, clinical staff, and hospital departments to support continuity of care.
• Identifies opportunities to improve workflow efficiency, patient access, provider productivity, and OR utilization.
• Maintain OR Utilization and weekly case counts

Qualifications

Preferred Qualifications:

• LPN or MA preferred OR five years of surgical scheduling experience.

Location : Location