Surgery Coordinator - Dermatology Surgery

Mayo Clinic•Rochester, MN

About The Position

This role supports the operational and scheduling needs of the Mohs surgery practice through close coordination with dermatologic surgeons, nursing, dermatopathology, and administrative teams. The position involves detailed planning and tracking of patient-specific materials required for Mohs surgical care to ensure procedural readiness and efficient patient flow. Responsibilities May Include: Coordinating Mohs surgery schedules in collaboration with surgeons, nursing staff, pathology, and administrative teams Facilitating patient-specific ordering of outside records, dermatopathology reports, biopsies, and pathology slides Tracking records and pathology materials from request through receipt and confirmation of review Ensuring required pathology slides have been reviewed and resulted prior to scheduled Mohs surgical procedures Communicating proactively with dermatopathology, referring providers, and internal teams regarding missing or delayed materials Supporting day-of-surgery workflows by confirming required documentation and pathology information is complete and available Maintaining accurate tracking and documentation to support timely care and minimize scheduling disruptions

Requirements

(2) years of surgery scheduling experience
Multitasking and great attention to detail are a must in this role
Demonstrates knowledge of surgery scheduling
Demonstrates knowledge of and proficiency in preparation of scheduling of various surgeries
Detailed knowledge of the subspecialties; ability to function at a skilled level
Ability to work well with patients, surgeons, and colleagues
Pleasant behavior
stands/walks on job

Nice To Haves

Associate degree, bachelor’s degree preferred

Responsibilities

Accurately completes patient registrations in an efficient, professional, and customer-oriented manner
Records patient demographic information into scheduling system and ensures times, procedures, and surgeons names are complete and accurate
Gathers and reviews all relevant data, including fee quote sheets and documents, to ensure correct reimbursement is obtained for department’s services
Coordinates daily OR schedule as directed by service administrator/manager
Meet with patients to discuss timeline of pre-op/post-op and surgery, what to expect, and how to prepare (e.g. - hold blood thinners, arrange rides, etc)
Post cases to the OR with all necessary equipment and special instruments/instructions specific to surgeon
Create prep for case and place orders for all pre-op and post-op appointments
Quality assurance: check cases, adjust lineups for surgeons OR days (send to OR), check for E-consents and preop surgical orders
Responds to phone calls from patients, physicians, medical staff and peers and determines the urgency of the situation and then suggests appropriate referrals, based on workflow
Observes policy & procedures to protect patients’ privacy & rights as a patient in compliance with HIPAA & all relevant laws, regulations, & standards
Uses good judgment & initiative, communicates effectively, & adapts to variations in workloads, assignments, & inter-personal situations as needed
Formulates and maintains effective working relationships with peers and management and functions as an effective team member
Also responsible for projects and assignments as assigned by the Operations Administrator or Manager
Coordinating Mohs surgery schedules in collaboration with surgeons, nursing staff, pathology, and administrative teams
Facilitating patient-specific ordering of outside records, dermatopathology reports, biopsies, and pathology slides
Tracking records and pathology materials from request through receipt and confirmation of review
Ensuring required pathology slides have been reviewed and resulted prior to scheduled Mohs surgical procedures
Communicating proactively with dermatopathology, referring providers, and internal teams regarding missing or delayed materials
Supporting day-of-surgery workflows by confirming required documentation and pathology information is complete and available
Maintaining accurate tracking and documentation to support timely care and minimize scheduling disruptions