Surgical Coordinator

The Surgical Coordinator is responsible for coordinating and scheduling medical procedures to support efficient clinical operations and exceptional patient care. This role works closely with patients, physicians, clinical teams, and administrative staff to ensure procedures are scheduled accurately and in a timely manner. Surgical Coordinator manages appointment logistics, verifies patient and insurance information, and maintains detailed records within electronic health record (EHR) systems. By optimizing scheduling workflows and maintaining clear communication, this position helps improve patient satisfaction, reduce delays, and support overall operational efficiency.

Essential Duties & Responsibilities

• Coordinate and schedule medical procedures based on physician availability, patient needs, and facility resources.

• Communicate with patients, providers, and clinical staff to confirm appointment details and procedural requirements.

• Verify patient demographics, insurance coverage, referrals, and pre-authorizations prior to scheduling procedures.

• Maintain accurate scheduling records and patient information within EHR systems and scheduling software.

• Manage appointment changes, cancellations, and rescheduling requests while minimizing disruptions to workflow.

• Provide patients with preparation instructions, arrival times, and procedure-related information to ensure readiness.

• Collaborate with clinical departments to optimize scheduling efficiency and support smooth patient flow.

• Respond to patient inquiries and resolve scheduling concerns professionally and empathetically.

• Ensure compliance with HIPAA regulations and organizational policies regarding patient confidentiality.

• Generate and distribute procedure schedules, updates, and reports as needed.

Qualifications

Minimum Qualifications

• 1–2 years of experience in a medical office, private practice, ambulatory surgical center, or similar healthcare environment preferred.

• Previous experience in patient aftercare, referral coordination, medical scheduling, care coordination, or medical office administration strongly preferred.

• Experience working with an Electronic Medical Record (EMR/EHR) system.

• Proficiency in Microsoft Office Suite, Google Workspace and advanced scheduling tools.

• Strong computer and data-entry skills.

• Excellent verbal and written communication skills.

• Strong organizational skills and attention to detail.

• Ability to prioritize and manage multiple tasks in a fast-paced environment.

• Comfortable handling a high volume of patient calls and follow-up responsibilities.

• Ability to communicate effectively and professionally with patients, physicians, nurses, and administrative staff.

• Ability to work independently while also functioning effectively as part of a team.

• Strong problem-solving and follow-through skills.

• Ability to maintain patient confidentiality and handle sensitive medical information appropriately.

• Bilingual skills are a plus.

Skills & Competencies

• Strong attention to detail and time-management abilities.

• Ability to multitask in a fast-paced healthcare environment.

• Excellent customer service and patient communication skills.

• Problem-solving and conflict-resolution abilities.

• Ability to work collaboratively with multidisciplinary healthcare teams.

• Adaptability and flexibility in managing changing schedules and priorities.