Surgical Coordinator

Position Summary / Scope of responsibility

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Surgical Coordinator is responsible for administrative duties and correspondence regarding scheduling of surgical operations in a timely and accurate manner. The tasks, duties and responsibilities of Surgical Coordinator vary and require excellent customer service skills with patients, employees, and physicians. Including scheduling appointments with surgeons, calling patients to coordinate and remind of appointments, documenting within EMR systems, preparing billing, and working with insurers.

This position will support operations at Watkins Mill Surgery Center, ensuring efficient daily workflows and high-quality patient care delivery. Watkins Mill Surgery Center is a state-of-the-art outpatient surgery center located in Gaithersburg, Maryland, serving the DMV region and specializing in orthopedic surgery and pain management.

Primary Responsibilities

The incumbent may be asked to perform job-related tasks other than those specifically stated in this job description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the Mission, Core Values and Operating Principles of CAO.

• Responsible for all incoming calls for the surgery department. Will be responsible for any queries that patients might have to include directing patient questions to the appropriate provider.

• Surgical scheduler will prepare the copays and/or deductible prior to surgery.  The scheduler will work with the patient directly to collect payment prior to surgery.  Front desk may take the payments at time of service.

• Provides and guides patients through completion of intake and sign-in documentation, gathering medical charts, and verifying insurance information.
• Provides information and updates to surgery department regarding patients’ scheduled surgeries.
• Ensures adequate preparation for surgeries by scheduling necessary equipment and procedure rooms and maintaining surgical inventory.
• Understands surgical procedures, such as the necessary time a surgery takes and the medical staff necessary to properly maintain a surgical schedule.
• Logs and communicates information on urgent matters with surgery department, providers, and medical secretaries as needed.
• Ensures all pre-op orders are created and sent to the appropriate facility/facilities and/or sent to patients, including labs and/or any other testing required per physician protocol upon request of providers.
• Communicate with surgical coordinators and the Medical Director to arrange block times and make necessary adjustments while accommodating add on cases as necessary.
• Coordinate with the Department of Anesthesia to ensure adequate anesthesia coverage for the Center.
• Review schedule on a daily basis with the OR Operations Manager and RN Manager and Medical Director to ensure appropriate resources such as staff, equipment (e.g. Lithotripsy Machine), and/or implants for upcoming cases.
• Assist physicians’ offices with patient scheduling and insurance verification for both physician and facilities as necessary.
• Obtain pre-certification and advise doctors’ offices when additional information is required. Ensure appropriate approvals and documentation are in place for Workers’ Compensation and PIP cases.
• Communicates facility and anesthesia fees for all self-paid patients.
• Scan necessary correspondence, deposits, credit card payments for related businesses.
• Manages surgical documents, gathering and inputting patient information and entering post-surgery data into patient records.
• Fulfill any requests for medical records from patients and/or attorneys to include calculating and collecting payment.
• Assist the Administrator with patient billing inquiries.
• Coordinate with the Administrator and billing company to obtain and process all outstanding billing items (e.g. missing implant invoices, pathology reports, operative reports, etc.) to complete end of month billing.
• Assist the Administrator with special projects as needed.
• Maintains compliance with all state and federal regulations and laws as well as CAO guidelines in all operations.
• Performs other duties as assigned.

Reporting Relationships

The Surgical Coordinator reports directly to the Administrator.

This role has no direct reports.

Required Education and  Experience

• High school diploma, or GED, required.
• Bachelor’s degree preferred but not required.
• 1-2 years’ experience in clerical, administrative, or secretarial work required.
• Knowledge of medical terminology, managing medical records, medical coding, and human anatomy preferred.
• Skilled in operating various medical record software and hardware, word-processing, and database software programs.

Competencies/Required Skills and  Abilities

• Strong Interpersonal Skills - Ability to develop relationships and collaborate and influence in a decentralized organization.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong oral and written communication skills with excellent self-discipline and patience.
• Able to work independently.
• Excellent time management, organization, and administrative support skills.
• Ability to work effectively as part of a team and also take initiatives when the need arises.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to sit for long periods of time and lift up to 25 pounds. 
• Must be able to use appropriate body mechanics techniques when performing desk duties. 
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Adequate hearing to perform duties in person and over telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.