Surgical Coordinator

Job Description

Job Description

Job Description:

Medical Temporaries, Inc. is currently seeking an experienced ***Surgery Coordinator / OR Scheduler*** to support a busy and growing surgical practice.

This is a FULL TIME/TEMP-to-HIRE position requiring availability between the hours of 8am-4:30pm, Monday through Friday, located in Norfolk, VA (23507). The Surgery Coordinator will play an essential role in coordinating the scheduling of surgical procedures across the surgery center's main operating rooms, endoscopy, and joint surgical cases involving multiple specialties.

The ideal candidate will have strong organizational skills, excellent attention to detail, experience coordinating complex schedules, and the ability to communicate effectively with physicians, patients, hospital staff, referring providers' offices, and insurance companies. Experience with EPIC and surgical/OR scheduling is highly preferred.

This position is critical to maintaining accurate and efficient surgical scheduling, minimizing scheduling errors and delays, maximizing operating room utilization, and helping ensure patients receive timely surgical care.

Responsibilities:

A Day in the Life of a Surgery Coordinator / OR Scheduler:

As a Surgery Coordinator / OR Scheduler, you will be responsible for coordinating approximately 50–70 surgical cases per week, ensuring that procedures are scheduled accurately and that all necessary authorizations, postings, orders, clearances, and supporting documentation are completed prior to surgery.

You will coordinate surgical procedures for multiple physicians while managing provider calendars and working closely with hospital operating rooms, patients, referring offices, insurance companies, and other medical specialties.

The Surgery Coordinator will review upcoming cases, identify potential scheduling conflicts or missing information, communicate changes promptly, and ensure that surgical schedules remain accurate and up to date. This position requires someone who can effectively manage multiple priorities in a fast-paced healthcare environment while maintaining a high level of accuracy and professionalism.

Duties for the Surgery Coordinator / OR Scheduler:

• Coordinates approximately 50–70 surgical cases per week, including pre-authorizations, OR time allocations, patient communication, hospital coordination, and communication with referring providers' offices.
• Schedules inpatient and outpatient surgical procedures using the EPIC electronic health record system and applicable hospital scheduling systems.
• Schedules surgical cases received through EPIC In Basket, email, telephone requests, and provider requests.
• Coordinates surgical procedures for multiple physicians by reviewing physician calendars, monthly call schedules, acute care surgery rotations, trauma rotations, nights, Emergency General Surgery (EGS), ICU schedules, and hospital availability.
• Manages and maintains physician calendars to ensure there are no conflicts between surgical procedures, clinical responsibilities, meetings, lectures, call schedules, or other administrative commitments.
• Reviews physician calendars against OR schedules and operating room software to ensure accuracy.
• Coordinates urgent surgical cases as needed.
• Ensures call schedules are accurately reflected on physician calendars and communicates scheduling conflicts to appropriate staff and physicians.
• Coordinates surgical procedures with hospital operating rooms and accesses applicable electronic health records and OR scheduling software.
• Coordinates individual physician surgeries as well as cases requiring collaboration with physicians and practices outside the department.
• Coordinates joint surgical cases involving multiple specialties, including Plastic Surgery, Neurology, Nuclear Medicine, Interventional Radiology, Urology, and GYN.
• Coordinates requested Endoscopy dates and ensures appropriate dates are reflected on provider calendars.
• Schedules specialty procedures and surgical cases, including needle localizations, sentinel node biopsies, Savi Scout placements, PEG Tube cases, VP Shunt cases, and other procedures as assigned.
• Works closely with appropriate hospital departments and specialty teams to coordinate complex and multidisciplinary surgical cases.
• Communicates surgery-date updates to clinic and administrative staff to ensure all calendars and patient information remain accurate.
• Reviews surgery packets with patients and ensures patients understand pre-operative instructions.
• Educates patients regarding instructions related to medications, allergies, restrictions, bowel preparation, and other pre-operative requirements as directed by the clinical team.
• Reviews mailed surgery packets with patients by telephone to ensure they received the information and understand their instructions.
• Makes five-day and two-day reminder calls to patients as required.
• Coordinates post-operative call reminders with appropriate clinical staff.
• Coordinates bowel-prep requests with medical assistants and providers as appropriate.
• Reviews and provides information regarding ERAS (Enhanced Recovery After Surgery) protocols when applicable and ensures patients receive necessary materials.
• Schedules required laboratory testing, EKGs, diagnostic imaging, and other pre-operative services.
• Coordinates required medical clearances and ensures documentation is faxed to hospitals and scanned into EPIC.
• Reschedules surgical procedures as necessary and communicates changes promptly to all appropriate parties.
• Maintains weekly surgery lists for residents, pre-operative conferences, hospital teams, and other stakeholders as needed.
• Reviews upcoming surgical cases to ensure all necessary postings, orders, authorizations, clearances, and approvals are in place.
• Identifies missing information or potential scheduling issues in advance and follows up with the appropriate individuals.
• Addresses concerns and feedback from pre-operative testing/PASS offices and works to resolve scheduling or documentation issues.
• Maintains OR utilization information and weekly surgical case counts.
• Participates in periodic check-ins with providers regarding OR utilization, scheduling challenges, and feedback.
• Participates in periodic coordination with other specialties regarding OR dates, joint cases, and scheduling conflicts.
• Coordinates monthly operating room and Endoscopy dates and ensures provider calendars are updated.
• Maintains and distributes applicable patient and surgical lists as requested.
• Coordinates required consents and surgical directions with hospital personnel.
• Communicates with appropriate staff regarding ERAS supplies and other materials needed for surgical patients.
• Helps ensure accurate and timely communication among providers, patients, hospital staff, referring offices, and insurance companies.
• Provides workflow support and knowledge sharing to other scheduling staff as needed.
• May assist with training, hands-on knowledge development, and competency assessment of staff.
• Provides employee coverage as needed.
• Must be willing to cross-train in administrative and scheduling tasks as indicated.
• Other duties assigned as needed.

Requirements for the Surgery Coordinator / OR Scheduler:

• Required: Previous experience in a medical office, hospital, surgical practice, or healthcare administrative setting.
• Required: Strong experience with scheduling and coordinating multiple appointments, procedures, or complex calendars.
• Required: Excellent organizational skills and exceptional attention to detail.
• Required: Ability to manage a high volume of surgical cases while maintaining accuracy.
• Required: Excellent written and verbal communication skills.
• Required: Strong customer service and interpersonal skills.
• Required: Ability to communicate professionally and effectively with physicians, patients, hospital staff, referring providers' offices, and insurance companies.
• Required: Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Required: Strong problem-solving and critical-thinking skills.
• Required: Ability to identify scheduling conflicts, missing information, and potential delays before they impact patient care.
• Required: Ability to maintain confidentiality and comply with HIPAA laws, regulations, and organizational policies.
• Required: Proficiency with electronic medical records and computer systems.
• Preferred: Previous experience with EPIC.
• Preferred: Previous experience with OR/operative scheduling or surgical coordination.
• Preferred: Previous experience coordinating hospital-based surgical procedures.
• Preferred: Experience working with multiple physician calendars and complex scheduling requirements.
• Preferred: Experience with insurance authorizations, pre-operative requirements, medical clearances, or surgical documentation.
• Preferred: Experience working in a surgical, hospital, specialty practice, or similar healthcare environment.
• Required: Must be reliable, adaptable, and able to work independently while also functioning effectively as part of a multidisciplinary team.
• Required: Must possess excellent follow-up skills and the ability to take ownership of assigned responsibilities.
• Required: Must be able to remain calm and professional when handling urgent scheduling requests or last-minute changes.
• Required: Ability to pass Background Check and Drug Screen.

Benefits:

• $21/hr-$29/hr (depending on experience level)
• Weekly Pay
• OFF WEEKENDS FOR THIS POSITION!
• Direct Deposit Pay
• Medical Insurance
• Open communication and ability to contact a staffing specialist seven days a week.
• Ability to access our consistently updated Job Board for current job opportunities.

We'd love for you to join our team!

About Us:

Medical Temporaries is sincere in its efforts to provide quality medical care to the community. We are interested in healthcare workers who have a passion for helping others and are able to provide compassionate care and services to those who need it. We build a bridge to help you reach your career goals.

Many of the area's premier medical facilities partner with Medical Temporaries to handle the recruiting and hiring for their facilities. With more than 32 years of experience staffing the medical community, we have the relationships and resources available to get your foot in the door in a timely manner. We work diligently to ensure the job is a good fit for everyone. Your Success is our Success.

For more information about our company and current opportunities, you can visit our website at

Medical Temporaries is an Equal Opportunity Employer and a Drug-Free Workplace.