Administrative Assistant / Surgical Coordinator

Orthopaedic Specialty Group • Fairfield, CT

2d • Onsite

About The Position

This role is responsible for the coordination of care for surgical and non-surgical patients. The Administrative Assistant / Surgical Coordinator will maintain and manage the physician's calendar, including office, vacation/time-off, on-call, and surgical schedules. They will also schedule patient appointments, tests, surgeries, procedures, and consultation requests. This position involves liaising with hospitals, surgery centers, and vendors to schedule cases, notify of changes, and order necessary equipment. Insurance eligibility verification for procedures is also a key responsibility. The role includes managing hospital block time, handling patient communications, managing EMR flags and physician messages, and preparing correspondence. Additionally, the Administrative Assistant / Surgical Coordinator ensures all necessary documentation, including operative files and diagnostic testing, is ordered, scanned, and distributed. They will also enter global period dates after procedures.

Requirements

• Prior healthcare experience required
• A minimum of five years of experience as an administrative assistant in a healthcare setting
• Excellent computer skills: including Microsoft Office; Electronic Medical Records
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Nice To Haves

• Bachelor's degree preferred

Responsibilities

• Scheduling & Schedule Management
• Coordination of care for surgical and non-surgical patients
• Maintenance and management of physician's calendar (office, vacation/time-off, on-call, surgical)
• Scheduling patient appointments
• Scheduling tests, surgeries, procedures, consultation requests & post-op physical therapy
• Liaison with hospitals and surgery centers to schedule cases and notify of changes
• Liaison with appropriate vendors to order equipment for scheduled surgical cases
• Verification of patient's insurance eligibility for the procedure
• Scheduling and/or coordinating with other physicians and hospitals
• Managing/releasing hospital block time at hospital(s)
• Communications
• Answering telephone in accordance with office protocol
• Triaging phone calls to the appropriate individual or department
• Retrieving and responding to voicemail messages in a timely manner
• Handling patient complaints
• Responding to flags in EMR system
• Responding to physician messages delivered through Patient Portal
• Records Management
• Preparing correspondence (memos, reports, letters, etc.) as directed by physicians and administration
• Ensuring all diagnostic testing and required documentation, including operative files, are ordered, scanned and sent to all parties
• Arriving surgery, and entering global period dates after procedure has taken place

Benefits

• generous paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees