Surgical Patient Coordinator

Job Description

Job Description

Description:

Company Overview

Thrive Reconstructive Surgery is a leading reconstructive surgery practice dedicated to providing compassionate, comprehensive care for patients recovering from serious accidents, living with the effects of cancer, managing severe skin conditions, or facing other complex medical challenges that require innovative treatment.

The practice offers a broad range of advanced reconstructive services from emergency and trauma reconstruction to specialized procedures for complex conditions like Hidradenitis Suppurativa, non-healing wounds, pilonidal disease, and breast reconstruction, restoring patients’ form and function with innovative surgical solutions. At the heart of Thrive’s mission is a commitment to efficient, personalized, and compassionate care for every patient.

Thrive’s surgeons, all highly skilled specialists, are known for their extensive expertise and exceptional success rates across a wide range of reconstructive procedures. They work in close collaboration with leading hospitals and referring physicians in the community, reflecting Thrive’s focus on teamwork and comprehensive care for even the most complex cases. This dedication to excellence and compassion not only defines the patient experience at Thrive Reconstructive Surgery, but also shapes its supportive, growth-oriented workplace culture, making a positive difference in the lives of patients and staff alike.

Founded by Dr. Max Pekarev, a board-certified reconstructive surgeon, in 2013, Thrive has grown from its Fort Worth roots to multiple locations across Texas and Kansas. With continued growth underway, we’re always looking for talented individuals to join our team.

Position Overview:

The Surgical Patient Coordinator serves as the primary point of contact for patients at Thrive Reconstructive Surgery while managing every aspect of surgical scheduling, from insurance verification and authorization through the day of surgery. This role connects physicians, patients, hospitals, and billing departments to ensure a seamless, welcoming, and efficient experience from initial contact through the completion of care. By managing patient flow, coordinating surgical logistics, maintaining accurate documentation, and communicating effectively across teams, the Surgical Patient Coordinator ensures that every patient receives the highest standard of care.

Benefits:

• Competitive pay (commensurate with experience)
• Health insurance options
• Paid time off
• Ongoing training and support
• Opportunities for growth within a dynamic and expanding practice

Ready to join a team that’s making a difference in patients’ lives? Apply today to become a key part of Thrive Reconstructive Surgery.

Responsibilities:

• Adhere to Standard Operating Procedures established by the billing department and work in close collaboration with billing to ensure accurate financial processing and adherence to established billing protocols.
• Check in and check out patients with efficiency and professionalism.
• Obtain all initial intake forms from patients and ensure their completion.
• Secure patient signatures on all required company consent forms.
• Ensure all documentation is accurately uploaded to the appropriate location within the Electronic Medical Record (EMR) system.
• Serve as custodian of medical records, managing all requests for such records.
• Complete Family and Medical Leave Act (FMLA) paperwork and prepare return-to-work/school documentation as necessary.
• Schedule patient appointments and manage the appointment calendar and manage physicians’ calendars to ensure accurate reflection of clinical schedules.
• Answer telephone calls professionally, triage and respond to patient inquiries promptly, and direct calls to the relevant staff members or departments.
• Retrieve and process incoming faxes and emails in a timely manner.
• Verify insurance coverage for each visit and/or surgical procedure, confirming it is active, in good standing, and eligible for the proposed procedure, and obtain comprehensive benefit information, including copays, deductibles, out-of-pocket estimates, and arbitration status when applicable.
• Verify and collect copayments and confirm and collect any outstanding balances owed.
• Identify when a patient requires a referral prior to their appointment and initiate the process, submitting requests for referrals, prior authorizations, Gap Exception Process (GAPs), or Network Access Point (NAPs) approvals as required.
• Identify and understand differences between HMO and PPO insurance plans to ensure appropriate billing and scheduling workflows.
• Obtain accurate and detailed procedure information and requirements directly from physicians, and communicate promptly and effectively regarding scheduling needs, requirements, and potential conflicts.
• Schedule and coordinate patient surgeries at appropriate hospitals and surgical facilities, confirming all logistical details with hospital scheduling staff and external facilities to finalize bookings, and maximizing physician time and facility availability while minimizing scheduling conflicts.
• Prioritize surgical cases based on medical necessity and physician directives to optimize patient care.
• Collaborate with clinical staff to confirm all pre-surgical requirements and documentation are satisfied before the procedure.
• Communicate scheduled surgery details to patients and their families, including dates, arrival times, locations, and medical equipment needed before and after surgery, and notify them of any payment due prior to surgery, collecting necessary payments and copayments.
• Other duties as assigned.

Required Qualifications:

• High school diploma required; bachelor’s degree in healthcare administration, business, finance, or a related field preferred. May be substituted with relevant work experience.
• 1–3 years of experience in a medical office, surgical scheduling, or administrative setting.
• Familiarity with EHR systems, medical billing software, and healthcare data standards.
• Familiarity with FMLA documentation, HIPAA compliance, and Athena best practices.
• Understanding of insurance verification and authorization processes, including referrals, prior authorizations, and HMO/PPO plan differences.
• Ability to multitask, prioritize, take initiative, and adapt in a fast-paced environment.
• Excellent communication, attention to detail, and problem-solving skills.
• Proficient in Microsoft Office Suite and general office software.

Working Conditions and Physical Requirements:

This role typically works in a clinical or administrative office setting within a healthcare facility, such as a physician’s practice, clinic, or outpatient center. The role may require occasional evening or weekend hours to accommodate patient needs or address urgent operational matters. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.