Administrative - Clerk

Smog•Santa Monica, CA

5d•Onsite

About The Position

This is a 5x8 day shift position working Monday through Friday from 8:00 AM to 5:00 PM. The role focuses on surgery and procedure scheduling coordination within a clinical setting. The position serves as the primary point of contact for patients throughout the surgical process, providing concierge-style coordination between the physician’s office, the patient, and internal and external departments. The role ensures all pre-op studies are scheduled and completed, confirms OR time and clinical staff availability, and secures any special equipment requested for procedures. The coordinator reviews surgical risks and benefits with patients per physician direction and enrolls patients in required education classes prior to surgery. Additional duties include managing physician referral work queues, handling physician correspondence and calendar management, preparing and updating patient charts, verifying demographics and insurance information, collaborating with billing for audits and charge reconciliation, and coordinating with workers’ compensation adjusters and case managers to secure proper authorization documentation. The role may also provide administrative or limited clinical support based on operational needs.

Requirements

High school diploma or GED
Minimum of 2 years of surgery or procedure scheduling experience
At least 1 year of insurance authorization experience
Epic EMR experience
Flu vaccination required with no exemptions or declinations permitted
Permanent California licensure must be active and in hand at submission if applicable
RTO must be 7 days or less and not within the first two weeks of the assignment

Nice To Haves

Previous experience as a Patient Service Representative or Medical Assistant
Surgery center or hospital experience
Experience scheduling spinal procedures
Experience scheduling total joint procedures
All required compliance documents must be submitted at time of application, including two supervisor references from within the last year, all relevant certifications, and a current Nursys report showing all licensed states where applicable.

Responsibilities

Scheduling all pre-operative and post-operative appointments
Verifying insurance coverage
Obtaining surgery authorizations
Coordinating required health clearances
Ensuring all pre-op studies are scheduled and completed
Confirming OR time and clinical staff availability
Securing any special equipment requested for procedures
Reviewing surgical risks and benefits with patients per physician direction
Enrolling patients in required education classes prior to surgery
Managing physician referral work queues
Handling physician correspondence and calendar management
Preparing and updating patient charts
Verifying demographics and insurance information
Collaborating with billing for audits and charge reconciliation
Coordinating with workers’ compensation adjusters and case managers to secure proper authorization documentation
Providing administrative or limited clinical support based on operational needs