Surgical Intake Coordinator

Job Description

Job Description

Description:

Surgical Intake Coordinator – Personal Injury (PI)

Epic Pain Management | San Antonio, TX

Surgical Intake Coordinator – Personal Injury (PI)

Epic Pain Management | San Antonio, TX | Full-Time | Monday–Friday, 8:00 a.m. – 5:00 p.m.

Epic Pain Management is a patient-centered interventional pain practice committed to delivering high-quality, compassionate care through comprehensive pain management and surgical services. Our team of experienced providers and healthcare professionals works collaboratively to ensure patients receive timely, coordinated treatment and exceptional service throughout their care journey.

We are seeking an experienced, organized, and detail-oriented Surgical Intake Coordinator to join our Personal Injury (PI) Surgical Department at our San Antonio location.

This position will serve as the primary point of contact for incoming surgical referrals and will be responsible for managing the intake process from initial referral through consultation and procedure scheduling.

The ideal candidate will have previous experience in medical intake, surgical scheduling, referral coordination, or personal injury healthcare services. This individual must be comfortable managing a high volume of referrals, communicating with referring offices and patients, and ensuring all required documentation is received and processed accurately.

At Epic, every patient interaction matters. As a Surgical Intake Coordinator, you'll play an important role in ensuring patients referred for surgical services experience a smooth, organized, and timely intake and scheduling process while supporting our surgical providers and clinical teams.

Our benefits include:

• Paid time off, paid holidays, and a 401(k) with a 4% employer match
• 80% employer-paid medical insurance for employees, with optional low-cost dental, vision, and family plans
• Pet insurance, legal insurance, identity theft protection, travel insurance, and employee discount programs
• Opportunities to grow within a fast-paced, expanding healthcare organization

• Receive, review, and process incoming surgical referrals from referring providers, medical offices, and other authorized referral sources.
• Serve as the primary point of contact for incoming surgical referrals within the Personal Injury (PI) Surgical Department.
• Review referral documentation for accuracy and completeness, including patient demographics, medical records, provider orders, and supporting documentation.
• Contact referring offices to obtain missing information, clarify referral details, and ensure all required documentation is received.
• Accurately enter, update, and track surgical referrals within Athena/AthenaOne and established departmental tracking systems.
• Coordinate and schedule surgical consultations, evaluations, and procedures based on provider availability and departmental workflows.
• Communicate directly with patients regarding appointment scheduling, required documentation, appointment confirmations, and next steps in the surgical process.
• Monitor pending referrals and follow up regularly to prevent unnecessary delays in scheduling or patient care.
• Maintain organized and accurate referral records, ensuring each referral is appropriately documented and tracked from receipt through scheduling.
• Communicate referral updates, scheduling concerns, and outstanding requirements to surgical providers, clinical staff, PI Case Managers, and other appropriate departments.
• Coordinate with referring offices and internal teams regarding consultation appointments, procedure scheduling, cancellations, and rescheduling needs.
• Review upcoming surgical consultation and procedure schedules to identify incomplete referrals, missing information, or potential scheduling conflicts.
• Follow up with patients who have not responded to scheduling attempts or who require additional assistance completing the intake process.
• Ensure timely communication and follow-through on all assigned referrals and outstanding scheduling needs.
• Maintain accurate and timely documentation in Athena/AthenaOne.
• Protect patient confidentiality and safeguard Protected Health Information (PHI) in accordance with HIPAA requirements.
• Provide professional, compassionate, and patient-centered customer service at all times.
• Work closely with surgical providers, Medical Assistants, PI Case Managers, referring offices, and other departments to support efficient surgical operations.
• Assist with additional intake, scheduling, and administrative responsibilities as operational needs 

Required Qualifications

• Previous experience in medical intake, referral coordination, medical scheduling, or a related healthcare administrative position.
• High school diploma or equivalent required.
• Strong understanding of medical office workflows, patient intake processes, and referral management.
• Experience reviewing medical documentation, provider orders, and referral information for accuracy and completeness.
• Ability to manage multiple incoming referrals while maintaining organization and timely follow-up.
• Strong communication skills when working with patients, referring providers, medical offices, and internal clinical teams.
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to prioritize multiple responsibilities.
• Excellent attention to detail and documentation accuracy.
• Ability to work independently and take ownership of assigned referrals and scheduling responsibilities.
• Proficiency with electronic medical record (EMR) systems and general computer applications.
• Ability to work efficiently in a fast-paced, multi-provider healthcare environment.
• Ability to maintain confidentiality and appropriately safeguard patient information.
• Dependable attendance, punctuality, professionalism, and follow-through are essential.

Preferred Qualifications

• Previous experience in a Personal Injury (PI) medical practice or surgical department.
• Experience coordinating surgical consultations and procedures.
• Previous hands-on experience with Athena/AthenaOne.
• Familiarity with pain management, surgical referrals, and specialty medical services.
• Experience communicating with referring physicians, medical offices, and PI Case Managers.
• Experience managing referral tracking systems and following up on pending referrals.
• Bilingual in English and Spanish preferred.
• Experience working in a multi-provider or specialty medical practice.