Position title
Surgery Coordinator

Position Profile:          Surgery Coordinator

Reports to:                         Operations Manager/Administrator/Physician



This position is responsible for all aspects of scheduling surgery and other outpatient procedures for a patient including admissions.  Performs some insurance verification and pre-certifications. It requires excellent communication skills with parents, managed care organizations, physicians, hospital surgery scheduling departments and outpatient surgery scheduling departments.


  • At the decision for surgery this employee will either meet with or call the parent to schedule a date for surgery and explain surgery protocols to them.
  • Will schedule in- patient admissions.
  • Will schedule outpatient procedures such as MRI, CT, or other testing required.
  • Prepares surgery information packets and mails surgery information to parent.
  • Answers all patient/parent questions regarding surgery or procedures to ensure compliance and patient satisfaction.
  • Notifies parent of insurance benefits, any amount due to PENTA prior to surgery date and collect money.
  • To maximize potential for reimbursement performs the following:
  • Verifies all surgeries and procedures with insurance plan.
  • Precertification for surgery and procedures if require
  • Maintains records of all verified surgeries and procedures to provide to reimbursement department.
  • Stays current with carrier requirements to ensure all are met in order to maximize our potential for reimbursement.
  • Ensures that appropriate procedure and diagnosis coding is utilized in the precertification and verification process and questions physicians to ensure accuracy and completeness of information.
  • Coordinates cases with other PENTA physicians and/or other surgeons outside of this practice.





  • High School education or G.E.D., or equivalent. Completion of a course as a medical assistant would be an advantage.
  • Previous experience in surgery scheduling is required.
  • Clinical and coding experience preferred.
  • Previous patient contact work in a medical practice is required.
  • Possesses a preference for dealing with people who are ill and need help.
  • Possesses the tact to deal effectively with patients, parents, physicians and other employees in the practice as well as insurance carriers and hospital personnel.
  • Possesses the ability to coordinate multiple tasks in detail.
  • Able to take the initiative and drive to take a project from its inception to a successful conclusion.
  • Has strong written and oral communication skills.


Physical Demands:

Lifting Requirements:

  • Frequency of lifting 20-40 lbs., 0-15% of time.
  • Average percent of time during regular shift devoted to: standing, walking, bending and reaching.

Additional Physical Demands:

  • Ability to grasp with both hands; pinch with thumb or forefinger; turn with hand/arm; reach above shoulder height
  • Ability to operate multi-line telephone system; computer keyboard.

Visual, Hearing, Dexterity and Mental Demands:

  • Vision:  Adequate to perform the essential functions of the job such as read a computer terminal for long periods of time. Correctable to 20/20.
  • Hearing: Adequate to perform the essential functions of the job such as answering the phone and communicating with patients.
  • Speaking: Adequate to perform the essential functions of the job such as communicating via telephone or in person for the purposes of surgery scheduling and providing patient information.
  • Adequate to perform the essential functions of the job such as
    • Multi-tasks of accumulating data
    • Sorting papers
    • Stapling/operating office equipment
    • Documenting information
    • Dealing with angry patients/parents
    • Uncooperative insurance carriers
    • No problems with dealing with stressful situations in regard to physician demands vs. availability of surgery block time
Employment Type
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