Surgical Coordinator

Surgical Coordinator

The Surgical Coordinator plays a key role in a high-volume surgical department, ensuring that patients and families receive timely, well-organized support before and after procedures. This position manages appointment and procedure scheduling, prepares medical charts and records, maintains accurate patient information, and serves as a primary point of contact for patients, physicians, and nursing staff. The role requires strong organizational skills, attention to detail, and a commitment to delivering excellent customer service in a fast-paced medical office environment.

Responsibilities

• Greet patients and family members in a professional and welcoming manner, providing clear information and assistance throughout their visit.
• Schedule patient appointments, hospital admissions, and ambulatory procedures, ensuring all actions are completed accurately and in a timely manner.
• Answer telephone calls promptly, assess callers needs, demonstrate appropriate telephone etiquette, and direct calls to the correct individual or department.
• Take accurate messages and ensure they are delivered to the appropriate staff member promptly and reliably.
• Schedule future appointments, tests, and referrals as ordered by physicians, confirming all necessary details and documentation.
• Maintain up-to-date communication resources, including on-call schedules, physician phone numbers, and beeper numbers.
• Prepare charts for new patients, ensuring all required forms are correctly placed and converting temporary records to permanent records before the end of the day.
• Request medical records and perform chart preparation so physicians have all necessary information prior to exams, evaluations, procedures, or treatments.
• Print minimal medical record information from the electronic record when a physical chart is not available, following established guidelines.
• Reconcile patient encounters daily in accordance with departmental policies and guidelines.
• Monitor supply inventory and complete or direct requisitions for supplies, forms, equipment, or services to maintain smooth operations.
• Perform general clerical duties such as faxing, photocopying, filing, and mailing documents as needed.
• Obtain, verify, and update patient information accurately while maintaining confidentiality in line with organizational policies.
• Accurately complete all necessary patient forms and ensure they are properly filed or processed.
• Respect patient rights by knocking before entering rooms, addressing patients by name, and clearly identifying yourself.
• Establish and maintain positive working relationships with physicians, nursing staff, and other team members to support coordinated patient care.
• Protect the privacy and confidentiality of patients and employees at all times.
• Promptly communicate any problems, equipment concerns, or operational issues to the appropriate nursing leadership.
• Support a high-volume department by organizing tasks efficiently and prioritizing responsibilities to meet daily demands.

Essential Skills

• Experience in surgical scheduling within a medical or surgical department.
• Medical and patient access experience, including scheduling appointments and procedures.
• Ability to communicate effectively in English, both orally and in writing.
• Excellent interpersonal and customer service skills when interacting with patients, families, and staff.
• Accurate computer data entry skills with strong attention to detail.
• Ability to organize and perform multiple tasks in a timely and efficient manner.
• Basic proficiency in computer use, particularly in a Windows-based environment.

Additional Skills & Qualifications

• Previous Patient Service Representative (PSR) experience preferred.
• Previous medical office or general office experience preferred.
• Knowledge of medical office operations and medical terminology preferred.
• Previous experience with standard office technology in a Windows-based environment preferred.
• Experience with Electronic Health Records (EHR) systems preferred.
• Experience with Practice Management Systems and departmental or ancillary systems preferred.

Work Environment

This role is based in a busy surgical department at a clinical site, working in a fast-paced, patient-facing medical office environment. The primary shift is 9:00 a.m. to 5:30 p.m., with an alternative schedule of 8:30 a.m. to 5:00 p.m., Monday through Friday, with no weekend shifts. The position involves frequent interaction with patients, families, physicians, and nursing staff, regular use of computers and standard office technology in a Windows-based environment, and handling of medical charts and electronic health records. The work setting emphasizes professionalism, confidentiality, and collaborative teamwork to support high-quality patient care.

Job Type & Location

This is a Contract position based out of Madison, NJ.

Pay and Benefits

The pay range for this position is $20.00 - $24.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Madison, NJ.

Application Deadline

This position is anticipated to close on Sep 30, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.