Surgical Scheduling Clerk

Surgical Scheduling Coordinator

Coordinates and manages the end-to-end surgical scheduling process for gynecologic patients, serving as a liaison between patients, physicians, clinical teams, hospitals, payors, and ancillary departments to ensure timely access, complete documentation, authorization compliance, and seamless surgical preparation and execution. This position may require travel amongst clinical sites to meet the needs of the department.

Responsibilities

Surgical Coordination & Scheduling 45%

• Coordinate all aspects of gynecologic surgical scheduling across hospital and clinic-based procedural settings, ensuring efficient utilization of physician and procedural resources.
• Manage the full surgical workflow from provider order through procedure completion, including scheduling, case preparation, and confirmation of readiness.
• Maintain physician surgical calendars, surgery logs, and tracking systems to ensure accurate procedural oversight and reporting.
• Monitor active EMR work queues and scheduling tasks daily to support timely completion of pending actions and prevent delays in patient care.

Patient Navigation, Clinical Readiness & Care Coordination 20%

• Serve as a partner to the Patient Counselor(s) for surgical patients throughout the pre-operative process, providing scheduling guidance, procedural expectations, and care coordination support.
• Manage deferred surgery work queues and execute routine follow-up with patients who postpone recommended procedures to promote continuity of care, improve conversion to scheduled procedures, and minimize loss to follow-up.
• Coordinate and schedule required pre-operative diagnostic testing and ancillary appointments.
• Verify completion and receipt of required medical clearances and clinical documentation prior to surgery to ensure procedural readiness.
• Collaborate closely with Patient Counselor(s), clinical staff, and providers to support continuity of care and remove barriers to treatment.

Authorization, Insurance & Revenue Cycle Support 20%

• Obtain and manage pre-certification and authorization approvals from insurance carriers for surgical and related services.
• Enter and maintain authorization information accurately within designated scheduling and billing systems.
• Monitor authorization status and resolve payer-related issues to minimize delays, denials, and rescheduling.
• Support revenue cycle operations through coordination with billing teams and provision of surgical scheduling and procedural documentation necessary for claim processing.

Documentation, EMR Management & Operational Compliance 10%

• Ensure accurate and timely completion, routing, and archival of surgical documentation within the EMR and associated record management processes.
• Maintain data integrity across scheduling platforms, EMR, and tracking logs.
• Adhere to departmental, institutional, payer, and regulatory policies and procedures governing scheduling, documentation, and patient access.

Administrative Support & Continuous Improvement 5%

• Participate in process improvement initiatives designed to enhance scheduling efficiency, patient experience, and operational performance.
• Assist leadership and operational teams with reporting, workflow optimization, and departmental initiatives.
• Perform additional duties as assigned to support departmental goals and patient care operations.

Qualifications

Minimum Qualifications and Skills:

• Customer serviceoriented individual with strong relationship-building, communication, and problem-solving skills required.
• Ability to travel routinely between assigned office locations and procedural sites based on business and operational needs is required. Must maintain flexibility to support scheduling coverage, provider coordination, and patient access across multiple practice locations.

Preferred Qualifications:

• Previous experience in surgical scheduling preferred.
• Previous experience in billing/authorizations preferred.

Location : Location

US-VA-Norfolk