Surgical Assist Coordinator

Surgical Assist Coordinator

This role is central to coordinating surgical assist coverage and ensuring a seamless experience for clinical teams, surgeon offices, and patients. You will manage complex scheduling requirements across assigned markets, balancing urgent requests, coverage conflicts, and last-minute changes. The position combines healthcare operations, customer service, analytical problem-solving, and detailed administrative coordination. You will build strong relationships with clinical leaders and surgeon offices while ensuring accurate case information and timely communication. The role also involves tracking operational trends, supporting onboarding activities, and identifying opportunities to improve scheduling workflows. This is a fast-paced environment suited to an organized healthcare professional who can manage competing priorities while maintaining patience, accuracy, and a strong customer focus.

Accountabilities:

• Serve as the primary contact for customers regarding surgical assist coverage communications across assigned markets.
• Learn and apply market-specific requirements and dynamics related to surgical assist coverage.
• Build strong, supportive relationships with clinical leadership and provide guidance on coverage priorities.
• Proactively identify scheduling and coverage conflicts and develop multiple potential solutions.
• Assess urgent coverage issues independently, escalating when appropriate and communicating decisions clearly and promptly.
• Ensure clinical managers have the staffing coverage required for scheduled procedures.
• Coordinate urgent add-ons, last-minute schedule changes, and related communications across stakeholders.
• Work with surgeon offices to obtain complete and accurate case details for coverage planning.
• Serve as the primary internal contact for scheduling needs and operational inquiries.
• Communicate coverage status, updates, and changes to surgeon offices in a timely and professional manner.
• Maintain accurate surgeon scheduler contact information in USMON/Salesforce for weekly case confirmations.
• Contact surgeon offices during high-volume periods to identify unscheduled cases and offer available services.
• Support surgeon office education and collaboration with Direct Patient Billing teams.
• Obtain credentialing sponsor forms from surgeon offices to support surgical assist operations.
• Collaborate with scheduling and clinical teams to ensure smooth onboarding of new customers and surgeon office staff.
• Track and report case volume, utilization, cancellation trends, and other operational metrics.
• Submit requests for new surgeons to be added to relevant systems and follow up on new customer requests.
• Assess coverage needs and coordinate with operational and clinical teams to determine service capabilities.
• Support revenue cycle management and scheduling teams with the collection, review, and verification of patient demographic and insurance information when needed.
• Monitor surgical descriptions and estimated procedure durations to support accurate coverage planning.
• Use Excel and scheduling systems to generate reports, analyze trends, and identify opportunities for workflow improvement.
• Maintain accurate data entry and efficient case management workflows across scheduling and EMR platforms.
• Contribute to additional clinical operations and process improvement projects as assigned.

Requirements:

• 35 years of experience in surgical scheduling, healthcare administration, or a comparable healthcare operations role.
• High school diploma or equivalent experience; additional education or certification in medical office administration or healthcare management is a plus.
• Experience working in a medical office or healthcare environment, preferably involving surgical scheduling or coordination.
• Familiarity with EMR systems, medical billing, and authorization workflows is preferred.
• Advanced proficiency in Microsoft Office, particularly Excel, including data sorting, filtering, formulas, and report creation.
• Strong computer literacy and experience working with scheduling systems and electronic medical records.
• Fast and accurate typing and data-entry skills.
• Excellent verbal and written communication skills, with the ability to interact professionally with surgeons, clinical leaders, staff, and external partners.
• Strong customer service skills, including patience, empathy, professionalism, and a solutions-oriented approach.
• Exceptional attention to detail and the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong analytical, critical-thinking, and problem-solving skills with the ability to make sound decisions under time-sensitive conditions.
• Ability to coordinate multiple stakeholders and manage complex scheduling logistics independently.
• Consistent attendance and reliability in fulfilling regular work responsibilities.
• Ability to work for extended periods at a computer and perform occasional light lifting, reaching, standing, walking, bending, or stooping as required.

Benefits:

• Opportunity to play a central role in surgical operations and patient service coordination.
• Fast-paced healthcare environment with cross-functional collaboration.
• Exposure to clinical operations, scheduling, revenue cycle workflows, and healthcare technology.
• Opportunity to contribute to operational reporting and process improvement initiatives.
• Professional interaction with surgeons, clinical leaders, healthcare staff, and external partners.
• Supportive environment focused on accurate coordination and quality customer service.
• Reasonable workplace accommodations available for qualified individuals with disabilities.