Procedure Coordinator - Gastroenterology

Job Description

Job Description

Position Summary

Digestive & Liver Disease Consultants (DLDC) is seeking an experienced Procedure Coordinator to serve as the primary liaison between our gastroenterology clinics, patients, physicians, and our affiliated Ambulatory Surgery Centers (ASC). This role is responsible for coordinating all aspects of endoscopy procedure scheduling while ensuring complete and accurate clinical documentation, seamless communication, and an exceptional patient experience.

Key Responsibilities

Procedure Coordination & Scheduling

• Coordinate and schedule all GI procedures, including colonoscopies, upper endoscopies (EGD), flexible sigmoidoscopies, ERCPs, and other physician-ordered procedures.
• Serve as the primary point of contact between the clinic, physicians, patients, and the affiliated Ambulatory Surgery Centers.
• Schedule and reschedule procedures while maintaining physician schedules and ASC availability.
• Ensure all required documentation is complete and submitted prior to the scheduled procedure.

Clinical Documentation & Coordination

• Review physician orders, clinical notes, referrals, and patient records for completeness and accuracy.
• Upload and maintain all required documentation, including physician orders, office notes, referrals, insurance information, demographic information, identification cards, insurance cards, authorizations, and other supporting records within the designated EMR (eClinicalWorks) and ASC portal.
• Coordinate with providers, clinical staff, and surgery center personnel to resolve missing documentation or scheduling discrepancies.
• Verify that all pre-procedure requirements have been completed before the procedure date.

Patient Communication

• Educate patients regarding procedure scheduling, preparation instructions, arrival times, and required documentation.
• Handle incoming calls related to procedure scheduling, cancellations, rescheduling, and general procedure inquiries.
• Coordinate with patients regarding insurance requirements, referrals, and pre-procedure documentation.
• Ensure timely follow-up with patients to minimize cancellations and no-shows.

Operational Support

• Communicate effectively with physicians, medical assistants, front office staff, and surgery center personnel.
• Maintain accurate scheduling records and documentation within the eClinicalWorks EMR.
• Monitor daily procedure schedules and promptly address scheduling conflicts or operational issues.
• Assist with workflow improvements to enhance scheduling efficiency and patient satisfaction.

Qualifications

• Minimum of 1-2 years of experience in a Gastroenterology practice is required.
• Hands-on experience with eClinicalWorks (eCW) is required.
• Prior experience working in a Surgery Center is preferred.
• Medical Assistant background with strong clinical knowledge and the ability to review and understand patient charts.
• Thorough understanding of gastroenterology procedures, including colonoscopy, EGD, flexible sigmoidoscopy, capsule endoscopy, and related clinical workflows.
• Experience coordinating outpatient procedures from scheduling through completion.
• Strong understanding of medical terminology, physician documentation, referrals, insurance information, and clinical records.
• Excellent organizational, communication, and multitasking skills with exceptional attention to detail.
• Ability to work independently, prioritize competing responsibilities, solve problems proactively, and perform with minimal supervision in a fast-paced, high-volume healthcare environment.