Surgical Scheduling Coordinator

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New London, CT
Jan 29, 2020


Job Description


 To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.




The Surgical Coordinator is responsible for scheduling surgeries for Physicians and Advanced Practice Clinicians and ensures all registration and insurance authorization processes are followed prior to and following all surgeries. Serves as a liaison between patient and medical staff. Advises patients of surgical and financial preoperative requirements. Coordinates and schedules appointments for surgeries and procedures at the clinic, ambulatory surgery center or hospital



  • 1. Pre-Operative Tasks
    • 1.1. Contacts patients to schedule surgical procedures in a courteous and professional manner
    • 1.2. Reviews with patients the available dates, times and locations for surgical procedures
    • 1.3. Provides patients with information and instructions such as procedural brochures, medication instructions, facility directions and document preparation
    • 1.4. Coordinate with patients and multiple entities for required pre-op clearances such as bloodwork, radiology tests, pcp and/or cardiac clearances
    • 1.5. Schedules at multiple surgical inpatient and outpatient facilities using Epic, open case or opt time
    • 1.6. Maintains and optimizes provider surgical schedules
    • 1.7. Navigates insurance requirements for coverage details and all insurance authorizations to be in place prior to surgical procedures
    • 1.8. Acquires surgical consent forms
    • 1.9. Scans all incoming documents into the patients' medical record
    • 1.10. Manages financial information/forms for the Urology cosmetic case program at Bridgeport Hospital. Obtains deposit prior to booking the OR and collects balance 7 days in advance of procedure dates
    • 1.11. Registers implant procedure patients with device companies and provides necessary training with device representatives
  • 2. Coordinates surgical procedures with Hospital Operating Rooms or Surgical Centers
    • 2.1. Verifies receipt of medical and/or cardiac clearance
    • 2.2. Communicates with hospital to schedule patients based on surgeon's directive
    • 2.3. Coordinates with hospital staff to ensure surgical blocked time for clinicians
    • 2.4. Provides surgical consent forms, insurance verifications and authorizations
    • 2.5. Coordinates and schedules anesthesiologists, device suppliers and surgical technicians who assist with procedures when necessary
    • 2.6. Performs daily surgical or procedural confirmation calls to remind patients of their appointments
  • 3. Post-Operative Follow Up Care
    • 3.1. Schedules follow-up appointments
    • 3.2. Provides post-operative instructions
    • 3.3. Completes FMLA/Disability forms
    • 3.4. Ensure complete and accurate surgical billing slips are scanned or faxed to the central billing and coding office
  • 4. Maintain HIPAA requirements
  • 5. All other duties as assigned





High school diploma or general education degree (GED) required


Two (2) to three (3) years' work experience in a hospital /physician office with emphasis on registration, surgical scheduling, medical billing and all aspects of medical insurance and eligibility requirements required.




Strong Computer Skills required, specific proficiency with Microsoft Office, EPIC or other EMR platform
Excellent interpersonal skills
Strong working knowledge of medical insurance terminology, current CPT and ICD-10 codes
Skilled in intricacies of surgical scheduling, medical billing and insurance procedures
Ability to work independently and as a team
Practices high reliability, strong time management skills, exceptional organizational and coordination ability and exhibits the YNHHS Standards of Professional Behavior
Excellent verbal and written communication skills
Detail oriented; ability to multi-task and use problem solving skills

Responsible and accountable for effective coordination of complex scheduling and patient appointments across departments/locations and multiple disciplines. Sets priorities and maintains knowledge of all procedures and appointments to be scheduled as they relate to protocol, scheduling accuracy and efficiency and Medical Necessity as identified by the payer. Manages the coordination, accuracy and sequencing of appointments in all scheduling systems within each clinic. Monitors patient throughput in support of patient care to provide appropriate, efficient, and effective patient flow. The individual is accountable for the collaboration of these tasks with the healthcare team as well as identifying any obstacles that impact timeliness of appointment, patient care or potential reimbursement denial.

Capable of balancing appropriate level of intervention and partnering with clinical staff to insure the highest quality of patient care. Must have the ability to communicate complex requirements across clinical and financial disciplines. Exercises judgment and critical thinking around decisions that may impact patient throughput, service excellence and patient care. Requires a clear understanding of policies and procedures related to the scheduling and coordination of patient appointments.










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Job Info

Job: 13313

Department: LMP Neurosurgery
Status: Full Time Benefits Eligible
Shift: D
Hours: 40

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