Surgical Coordinator

APDerm • Acton, MA

10d • $24 - $36

About The Position

The Mohs Surgical Coordinator supports dermatologic surgical services, including Mohs surgery, excisions, ED&C, LN2 treatments, cosmetic surgery, and related follow-up procedures. The role coordinates patient care, surgical scheduling, pathology management, referrals, insurance-related processes, and communication across clinical teams. The coordinator also supports efficient departmental operations, patient satisfaction, and compliance with APDerm policies, healthcare standards, and regulatory requirements.

The role includes mandatory clinical training and ongoing education. For hybrid positions, regular in-office hours are required and are set by the company according to business needs; schedules are communicated by a manager or HR.

Requirements

• High school diploma or equivalent (GED) is required.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Working knowledge of EMA, Athena GE, GE Centricity, and Epic.
• Administrative proficiency with Microsoft Office Suite, web-based applications, email, or related software.
• Excellent organizational skills and attention to detail.
• Excellent time management skills and a proven ability to meet deadlines.
• Strong problem-solving and analytical abilities to ensure patients' needs are met.
• Ability to function well in a fast-paced and sometimes stressful environment.
• Ability to communicate positively and professionally with patients, family members, clinicians, and colleagues.

Nice To Haves

• Dermatology experience.
• Mohs experience.
• Surgical scheduling experience.
• Medical assistant certification.

Responsibilities

• Schedule Mohs, excision, ED&C, LN2, and cosmetic surgery procedures in-office and as outpatient procedures.
• Allocate appropriate time within provider templates and confirm equipment.
• Review surgical schedules daily for accuracy, maintain utilization of available slots, minimize overbooking, and fill last-minute cancellations.
• Manage waitlists and cancellations and promptly move patients into open slots.
• Coordinate rescheduling of canceled procedures to avoid gaps in provider schedules.
• Apply Mohs Appropriate Use Criteria when scheduling procedures.
• Serve as the primary point of contact for patients undergoing Mohs and related surgical procedures.
• Conduct pre-operative and post-operative phone consultations and provide instructions and educational materials.
• Notify patients of pathology results as directed by providers and communicate next steps in accordance with provider instructions.
• Answer surgery-specific incoming calls, return messages promptly, answer phones before the third ring, and address Mohs-line voicemail in a timely manner.
• Maintain accurate, up-to-date pathology logs and meet service level agreements.
• Coordinate follow-up procedures for pathology requiring additional treatment, including Mohs, excision, ED&C, and LN2.
• Coordinate pathology for the Mohs surgical team, including documentation and provider communication, and follow up with pathology labs to track reports.
• Triage and process referrals received by fax and email from outside providers.
• Register patients and verify insurance coverage and referrals.
• Provide CPT and procedure codes to the Prior Authorization team for surgeries requiring pre-approval.
• Prepare and send surgical packets to patients via EMR or mail before procedures.
• Collaborate with physicians, nurses, surgical assistants, access managers, providers, and administrative staff to streamline patient care and workflows.
• Coordinate complex surgical repairs with external specialists, such as plastics and oculoplastics.
• Monitor and help meet call center benchmarks and provider fill-rate targets for the Mohs team.
• Maintain an ONETeam mindset based on the core values of Positivity, Productivity, and Professionalism.
• Support APDerm's mission and culture by following applicable policies, procedures, industry standards, laws, and regulations, including privacy, data protection, workplace safety, and reporting requirements.
• Complete assigned required training by deadlines, including Code of Conduct, Privacy & Data Security, and OSHA training.
• Identify process-improvement opportunities and communicate suggestions to leadership.
• Maintain awareness of departmental policies and contribute to team success.
• Support departmental goals, performance metrics, and budget targets by promoting efficient operations, minimizing delays, and ensuring timely communication and documentation.
• Review provider schedules throughout the day and help fill open appointment slots where appropriate.
• Participate in mandatory onboarding and ongoing clinical training, quarterly and annual training programs, scheduled training updates, and competency assessments.

Benefits

• Comprehensive, competitive, and inclusive health, financial, and other benefits supporting total well-being.
• Certain roles may be eligible for performance-based incentive compensation and/or long-term incentives.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED