Surgical Services Assistant

Surgical Services Assistant

Job Code

FLSA Status

Non-Exempt

Dept Business Office/Admin

Reports to Assistant Administrator

POSITION SUMMARY

Under the direction of the Assistant Administrator or designee, coordinates perioperative scheduling activities for the ambulatory surgery center (ASC). Serves as the primary liaison among patients, surgeon offices, physicians, anesthesia providers, clinical staff, and leadership to ensure accurate scheduling, complete documentation, timely pre-operative preparation, appropriate authorization and credentialing review, and efficient utilization of operating room schedules and block time.

QUALIFICATION REQUIREMENTS

Minimum Education / Training / Licensure / Certifications

• High school diploma or equivalent.
• Basic Life Support (BLS) certification required within six (6) months of hire.
• Two (2) years of experience in an ambulatory surgery center, hospital, physician practice, surgical services, patient access, scheduling, insurance authorization, revenue cycle, or related healthcare setting.
• At least one (1) year of experience scheduling surgical procedures or coordinating perioperative services using an electronic medical record (EMR) or scheduling system.
• Experience coordinating referrals, authorizations, pre-operative testing, surgical documentation, or related healthcare workflows.
• Coursework or training in medical terminology, healthcare administration, surgical services coordination, medical office administration, or a related field preferred.
• Knowledge of surgical terminology, CPT and ICD coding, insurance authorization concepts, and perioperative documentation workflows preferred.
• Ability to adapt to changing priorities and manage multiple tasks in a fast-paced environment.
• Ability to communicate professionally, tactfully, and effectively with patients, families, physicians, surgeon offices, anesthesia providers, teammates, and other customers.
• Ability to maintain confidential and sensitive patient, provider, and business information.
• Ability to organize, prioritize, and coordinate complex surgical scheduling and documentation activities.
• Ability to read, write, speak, and understand English.
• Ability to type 35-45 words per minute.
• Ability to use electronic health record (EHR), scheduling, authorization, referral, spreadsheet, and reporting systems.
• Basic mathematical skills.
• Knowledge of insurance verification, authorization processes, referrals, patient financial responsibility, medical necessity requirements, and surgical billing workflows.
• Knowledge of medical terminology and medical record management.
• Knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Well-developed verbal and written communication skills.
• Work is performed in a fast-paced healthcare office environment with frequent interruptions and competing priorities.
• Requires regular interaction with patients, physicians, surgeon offices, anesthesia providers, teammates, and other healthcare professionals.
• Occasional pressure due to surgical scheduling deadlines, authorizations, cancellations, and urgent requests.
• May be exposed to infectious and communicable diseases.

Minimum Experience

Preferred Education / Training / Licensure / Certifications

Preferred Experience

• Experience in an ambulatory surgery center, hospital perioperative department, physician practice, or specialty clinic.
• Experience coordinating surgical procedures, authorizations, referrals, clearances, pre-operative testing, and post-operative appointments.
• Experience supporting surgical block scheduling, template management, utilization analysis, or operational reporting.
• Experience with Epic or other surgical scheduling systems.
• Knowledge of CPT, ICD, and insurance authorization processes.

Knowledge, Skills and Abilities

Working Conditions / Environment

Physical / Mental / Special Demands

Demand

Percent of Day

Infrequent (1-2%)

Occasional (3-33%)

Frequent (34-66%)

Constant (67-100%)

Sit

X

Stand

X

Walk

X

Lifting

20 lbs.

X

Carrying

20 lbs.

X

Pushing

20 lbs.

X

Pulling

20 lbs.

X

Kneeling

X

Squatting

X

Bending

X

Stooping

X

Climbing

X

Twisting

X

Reaching over head

X

Foot controls

X

Fine dexterity

X

Repetitive work - hands/arms

X

Repetitive work - foot/leg

X

Required Protective Equipment

• N/A

Patient Care Services: N/A

Provides patient care to specific population of patients: (check all that apply below)

Age of Patients Served

Population

Provides Care

Infant (1 day-12 months)

Pediatric (1 yrs-12 yrs)

Adolescent (13 yrs- 17yrs)

Adult (18 yrs - 65 yrs)

Geriatric (65 years plus)

N/A

X

Description of OSHA Categories:

Category I: Tasks involve exposure to blood, body fluids, or tissue.

Category II: Tasks involve no exposure to blood, body fluids, or tissues, but employment may require performing unplanned Category I tasks.

Category III: Tasks that involve no exposure to blood, body fluids, or tissue, and Category I tasks are not a condition of employment.

OSHA Category: Category III

POSITION ACCOUNTABILITIES

Essential Functions

• Reviews surgical postings, referrals, orders, and supporting documentation for accuracy and completeness.
• Participates in departmental quality improvement initiatives and process improvement activities.

2. Schedules surgical procedures and related appointments in Epic or other approved scheduling systems, ensuring accurate case placement and efficient utilization of operating room schedules and surgeon block time.

3. Coordinates scheduling activities with patients, surgeon offices, physicians, anesthesia providers, and clinical staff.

4. Reviews and resolves scheduling discrepancies, missing documentation, authorization issues, credentialing concerns, and other barriers before surgery.

5. Serves as the primary point of contact for surgeon offices regarding scheduling, block availability, cancellations, reschedules, and scheduling-related questions.

6. Coordinates pre-operative and post-operative appointments, testing, medical clearances, and related perioperative requirements.

7. Provides patients with procedure instructions, appointment information, arrival times, testing requirements, and financial responsibility information.

8. Verifies insurance information, coordinates authorization activities, and supports accurate billing and reimbursement processes.

9. Maintains surgical schedules and updates changes related to add-on procedures, cancellations, reschedules, block changes, equipment needs, and staffing requirements.

10. Ensures required documentation is collected, tracked, and available within established timelines.

11. Maintains surgeon templates, block schedules, and scheduling standards to support efficient operating room utilization.

12. Reviews scheduling and utilization trends and recommends operational improvements to leadership.

13. Supports provider credentialing and privileging activities by reviewing required documentation and verifying eligibility requirements.

14. Collaborates with clinical, business office, billing, coding, and leadership teams to support safe, efficient, and compliant perioperative operations.

Organizational Responsibilities

• Understands and models Surgicare of Hawaiis mission, vision, and values.
• Reviews department operations manual to ensure compliance with applicable Accreditation standards, federal and state regulations, accepted Standards of Conduct, and the Corporate Compliance Program. Complies with all Surgicare of Hawaii policies, procedures, employee handbook, and Standards of Conduct.
• Practices effective communication and interpersonal skills to enhance positive teamwork and to accomplish goals/tasks.
• Promotes excellence in customer and patient relations with all encounters.
• Adheres to safety policies and maintains a clean and safe environment for patients and co-workers.
• Participates in departmental and organizational quality improvement efforts.

Other Functions

• Enhances professional growth and development through participation in educational programs, review of current literature, in-service training, and workshops.
• Assists with special projects and departmental initiatives as assigned.
• Demonstrates financial stewardship in the workplace.
• Performs other duties as assigned.