Surgical Coordinator

APDerm Management•Braintree, MA

1d•$24 - $36•Hybrid

About The Position

The Mohs Surgical Coordinator plays a crucial role in supporting dermatologic surgical services, with a focus on Mohs surgery, excisions, ED&C, LN2 treatments, and related follow-up procedures. This role is essential to ensuring exceptional patient care, accurate scheduling, and effective coordination across clinical teams. The ideal candidate will possess strong organizational, communication, and interpersonal skills, along with familiarity with dermatologic surgical workflows and pathology management.

Requirements

Mandatory High School Diploma or equivalent (GED) required.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Working knowledge of EMA, Athena GE, GE Centricity, and Epic
Complete Administrative Proficiency (Microsoft Office Suite, Web-based applications, email, or related software)
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Must possess strong problem-solving abilities and analytical skills to ensure patient’s needs are met.
Ability to function well in a high-paced and at times stressful environment.
Strong interpersonal and customer service skills required to communicate with patients, family members, clinicians, as well as other colleagues in a positive, professional manner.

Nice To Haves

Preferred dermatology, Mohs experience and or surgical scheduling
Preferred Medical assistant certification

Responsibilities

Schedule all Mohs, excision, ED&C, LN2, and cosmetic surgery procedures—both in-office and outpatient.
Ensure proper time allocation within provider templates, confirm equipment
Review surgical schedules daily for accuracy and maintain full utilization of available slots, minimizing overbooking and filling last-minute cancellations.
Maintain and manage waitlists and cancellations; promptly move patients into open slots to maximize efficiency.
Coordinate rescheduling of all canceled procedures to avoid gaps in provider schedules.
Understand and apply Mohs Appropriate Use Criteria when scheduling procedures.
Serve as the primary point of contact for all patients undergoing Mohs and related surgical procedures.
Conduct pre-operative and post-operative phone consultations; provide detailed instructions and educational materials.
Notify patients of pathology results as directed by providers.
Answer incoming calls specific to surgery including MOHS (dedicated call queue) and ensure all messages are returned promptly.
Ensure phones are answered before the third ring and voicemail messages from the Mohs line are addressed in a timely manner.
Maintain accurate, up to date pathology logs and ensure all SLAs (service level agreements) are met.
Coordinate follow-up procedures for all pathology requiring additional treatment (Mohs, excision, ED&C, LN2).
Communicate results and next steps to patients in alignment with provider instructions.
Handle all pathology coordination for the Mohs surgical team, including documentation and provider communication.
Follow up with pathology labs and track incoming reports.
Triage and process incoming referrals via fax and email from outside providers.
Register patients, verify insurance coverage and referrals.
Provide CPT/procedure codes to the Prior Authorization (PA) team for surgeries requiring pre-approval.
Prepare and send surgical packets via EMR or mail to patients ahead of procedures.
Collaborate closely with physicians, nurses, surgical assistants, and access managers to streamline patient care.
Coordinate complex surgical repairs with external specialists (e.g., plastics, oculoplastics).
Monitor and help meet call center benchmarks and provider fill rate targets for the Mohs team.
Maintains a ONETeam mindset using the foundation of our core values, the 3Ps: Positivity, Productivity, and Professionalism.
Support APDerm’s mission and culture of high-quality standards by carrying out applicable policies, procedures and established industry standards, laws and regulations. Examples include adhering to privacy and data protection practices, ensuring a safe workplace, and reporting observed or suspected behaviour and actions that do not meet APDerm standards.
Complete all assigned required training by the deadline including, but not limited the Code of Conduct, Privacy & Data Security, and OSHA.
Collaborate with providers and administrative staff to help streamline workflows and improve patient satisfaction
Identify opportunities for process improvement and communicate suggestions to leadership
Maintain awareness of departmental policies and actively contribute to team success
Assist with meeting and exceeding departmental goals, performance metrics, and budgetary targets by supporting efficient operations, minimizing delays, and ensuring timely communication and documentation
Assist with fill rates by proactively reviewing provider schedules throughout the day and working to fill open appointment slots where appropriate
Participate in all mandatory clinical training sessions, including onboarding and ongoing education to maintain compliance with healthcare standards and APDerms Best Practices.
Complete all quarterly and annual training programs as required by organizational policies and regulatory agencies.
Stay current with clinical best practices through scheduled training updates and competency assessments determined by APDerm.