Surgery Coordinator Lead

The Surgery Coordinator Lead is responsible for scheduling and coordinating surgical procedures and associated ancillary services, ensuring that surgical cases are scheduled appropriately based on procedural requirements, physician preferences, facility guidelines, and patient needs. This role also provides daily guidance and training to Patient Service Representative (PSR) staff and serves as a primary resource for patients, providers, and departments involved in the surgical scheduling process.

Minimum Qualifications

Education

• High School Diploma or GED equivalent

Experience

• Patient Service Representative experience

Licensure/Certification

• Successful completion of WakeOne Point of Service

Essential Functions

• Schedule and coordinate surgical cases, ancillary testing, and related arrangements by recognizing the differences between procedures and individual patient needs.

• Recommend surgery dates and times to physicians to ensure adequate operating room space and procedural time requirements.

• Maintain a thorough understanding of procedural logistics and physician-specific scheduling needs.

• Ensure surgical cases are scheduled in the appropriate location and within established scheduling guidelines and timeframes.

• Prepare necessary patient reports for physicians and the department.

• Maintain knowledge of EPIC, Cadence, OnBase, and Operating Room Case Request systems utilized in the scheduling process.

• Review future physician schedules to maximize operating room utilization and make recommendations accordingly.

• Process and review incoming and outgoing surgery-related documents and forms.

• Provide patients with guidance regarding surgical logistics, insurance requirements, financial arrangements, and pre-operative processes.

• Assist with insurance submissions and obtain pre-certifications from insurance carriers.

• Coordinate patient accommodations and serve as a resource regarding all logistical aspects of the surgical process.

• Work with department management and participate in departmental meetings to improve workflow related to patient care.

• Provide daily guidance to Patient Service Representative staff and serve as a primary contact and liaison for staff and external departments.

• Function as the primary trainer for PSR staff, including attendance at WakeOne and other program training sessions and providing updates and training to staff.

• Ensure accurate daily balancing of monies collected.

• Perform other duties incidental to the work described herein.

Required Skills and Qualifications

• Excellent communication skills

• Medical terminology knowledge

• Knowledge of third-party payor requirements

• Computer and keyboarding skills

• Accurate data entry skills with less than a 3% error rate

• Knowledge of obtaining insurance pre-certifications

• Experience using EPIC, Cadence, OnBase, and Operating Room Case Request systems

• Knowledge of Financial Counseling requirements and contacts

Work Environment

• Medical office/clinic environment

Physical Requirements

• Standing

• Walking

• Sitting

• Bending

• Reaching with arms

• Finger and hand dexterity

• Talking

• Hearing

• Seeing

• Ability to lift, carry, push, and/or pull up to:

  • 20 pounds

  • 50 pounds

  • 100 pounds