Surgical Scheduling Coordinator

Published March 21st, 2024


Hybrid: 2 Days in office and 3 days remote
Training will be hybrid as well

M-F 8am-4:30pm

Under the direction of Administrative Manager, the Practice Assistant is responsible for the administrative and clinical support of the Division of Otolaryngology’s Rhinology Program supporting 2 physicians.  Support includes but is not limited to phone triage, surgical scheduling, calendar management, and care coordination.

  • Perform entry level administrative skills under general supervision.
  • Answer and transfer telephone calls.
  • Schedule and register patients for appointments/procedures, confirm appointments/procedures, prepare for patient visit by providing patient with all necessary information and completing all necessary tasks.
  • Receive patient at arrival, verify and obtain all necessary information, and ensure forms are completed.
  • Ensure all billing/fiscal information is completed and submitted after visit, including collection and daily reconciliation of any co-payments.
  • Assist with training and orienting staff as needed.
  • Provide cross coverage as needed.
  • Assist with special projects as directed.
  • Follow HIPAA guidelines for the management of patient privacy and confidentiality.


  • High school diploma or GED required; post-high school education preferred.
  • Minimum one year of applicable work experience required.
  • Additional training in office systems preferred.


  • Knowledge of practice operations and standards.
  • Understanding of procedures including filing, copying, scanning, printing, and faxing.
  • Ability to use phone system (answer and screen calls, put on hold), answer routine questions, and give routine information.
  • Ability to interpret information as appropriate, answer routine questions in the most professional manner, and communicate in a professional, courteous, clear, and concise manner.
  • Ability to manage work processes in a neat and orderly way and to sort and alphabetize.
  • Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
  • Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo, or interoffice note) and to take complete and accurate messages.
  • Ability to type and enter data at an entry level. Entry level understanding of applicable systems.
  • Understanding of the appropriate use and importance of related forms.
  • Basic understanding and use of medical terminology.
  • Basic comprehension of insurance types and referral process.
  • Basic comprehension of registration and fiscal information.
  • Knowledgeable and compliant with all hospital, State, and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
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