Office Coordinator, Surgery Scheduling

EVMS•Norfolk, VA

6d•Onsite

About The Position

Responsible for coordinating and overseeing the daily operations of surgical scheduling, OR coordination, front desk clinical operations, and related administrative activities within the Department of Surgery. The Surgery Coordinator / OR Scheduler serves as a central operational resource supporting surgeons, advanced practice providers, clinical staff, front desk staff, patients, hospital operating rooms, pre-operative services, insurance companies, referring offices, and other clinical departments. The position coordinates approximately 50–70 surgical cases per week for multiple physicians, including inpatient, outpatient, urgent, endoscopy, joint, and complex surgical procedures. Responsibilities include coordinating surgical scheduling, monitoring pre-operative requirements, ensuring authorizations and required documentation are completed, coordinating with hospital departments, supporting efficient patient flow, and maximizing appropriate utilization of available OR resources. The position also provides day-to-day operational oversight, workflow coordination, training, and support for three clinical/OR support secretaries and front desk clinical operations. The Surgery Coordinator / OR Scheduler is responsible for operational workflow direction and coordination. Formal Human Resources supervisory responsibilities, including hiring, termination, formal disciplinary action, compensation decisions, and formal performance evaluations, remain with designated department leadership unless specifically assigned to the position.

Requirements

Experience in surgical scheduling.

Nice To Haves

LPN or MA preferred
Five years of surgical scheduling experience.

Responsibilities

Coordinate surgical scheduling for approximately 50-70 surgical cases per week, including pre-authorizations, OR time allocations, and communication with patients, hospital staff, and referring providers' offices.
Manage physician calendars, ensuring no conflicts with surgery postings, meetings, or lectures.
Add urgent surgical cases as needed and ensure call schedules are accurately placed on calendars.
Inform staff and physicians of any conflicting appointments.
Schedule inpatient and outpatient surgical procedures using the Epic system.
Coordinate surgical procedures for all 14 physicians by analyzing monthly call schedules, physician's calendars, acute care surgery rotation, trauma rotation, nights, EGS, ICU, and coordinating hospital availability.
Monitor surgical cases to ensure required insurance authorizations, referrals, clearances, orders, and approvals are completed prior to surgery.
Support staff in resolving scheduling conflicts, patient access concerns, authorization barriers, provider schedule changes, and other operational issues.
Provide day-to-day leadership, workflow direction, and operational oversight to clinical operations staff and surgical schedulers.
Assign and prioritize daily work based on surgical volume, provider needs, patient needs, deadlines, and departmental priorities.
Coordinate front desk workflow to support efficient patient check-in, check-out, scheduling, registration, patient communication, and clinic flow.
Maintain appropriate communication with patients, providers, clinical staff, and hospital departments to support continuity of care.
Identify opportunities to improve workflow efficiency, patient access, provider productivity, and OR utilization.
Maintain OR Utilization and weekly case counts.