Administrative Assistant/Surgical Coordinator

University Orthopedics•Cranston, RI

About The Position

The Administrative Assistant / Surgical Coordinator supports a physician in a fast-paced Orthopedic Trauma practice by coordinating surgical scheduling and patient care, while helping align academic, research, clinical, and administrative responsibilities. The role requires strong organization, clinical coordination, interpersonal communication, and the ability to manage complex scheduling and patient needs. The position works directly with the physician and coordinates with patients, insurance companies, hospital systems, medical specialties, billing staff, and University Orthopedics employees. It also supports routine office operations and may require travel to other sites when necessary.

Requirements

High school diploma or equivalent.
Proven experience working in a healthcare environment; experience in orthopedics, trauma, or acute care is strongly preferred.
Administrative and organizational skills to coordinate patient-care activities.
Excellent telephone manner and ability to communicate effectively with patients, coworkers, and other physician offices.
Strong computer skills, including email, scanning, and word processing.
Organizational skills to triage patients for testing, visits, surgeries, and other encounters.
Knowledge of MS Office and EMR systems or Practice Management Systems.
Ability to maintain confidentiality.
Attention to detail.
Ability to travel to all sites when necessary.

Nice To Haves

Background in orthopedics, trauma, or acute care specialties.

Responsibilities

Partner with the physician to manage and report on schedule management, patient management, and academic, research, clinical, and administrative responsibilities.
Answer and triage patient phone calls, including complex clinical questions, with empathy and understanding of the needs of an Orthopedic Trauma population.
Coordinate with staff across medical specialties, subspecialties, and hospital systems to support continuity of care.
Contact insurance companies to obtain pre-authorizations and address complex inquiries or disputes.
Contact patients to schedule care, review medical histories and medications, and discuss required preoperative testing or education.
Ensure accurate patient registration and scheduling and provide correct surgical or diagnostic codes and patient information to OR booking offices.
Coordinate the number and length of cases booked per OR session.
Keep the provider’s calendar current with OR schedules, office hours, on-call shifts, academic conferences, and departmental obligations.
Communicate schedule and calendar changes to the physician, Administrative Manager, Site Manager, and COO.
Correspond with billing staff about scheduled patients, deductibles, and payments required before surgery.
Provide patients with arrival times, pre- and post-operative instructions, and follow-up appointment information.
Help train and mentor other University Orthopedics employees, including call center staff, receptionists, and administrative assistants.
Work cooperatively across teams, demonstrate emotional intelligence, and use tact and active conflict resolution with a diverse patient population.
Assist with mail, filing, forms, and other office operations or duties assigned by the Manager.