Surgical Services Coordinator (Van Nuys)

Clinica Romero•Van Nuys, CA

22h

About The Position

The Surgical Services Coordinator coordinates and schedules surgical procedures and specialty interventions for Clinica Romero patients, including services within areas such as Women’s Health and Podiatry. The role serves as a primary liaison among patients, providers, hospitals, ambulatory surgery centers, specialists, referral coordinators, and insurance organizations to support timely access to care and continuity of services. The coordinator manages the surgical scheduling process from referral through completion, including authorization and referral tracking, pre-procedure coordination, patient education, documentation, and follow-up. The role ensures that required steps are completed in accordance with organizational policies and regulatory standards, helps identify and address barriers to care, and participates in quality improvement efforts related to specialty access and care coordination.

Requirements

High school diploma or equivalent required.
Knowledge of medical terminology and surgical scheduling processes.
Understanding of insurance authorization and referral requirements.
Strong organizational and time-management skills, including the ability to manage multiple priorities and deadlines.
Excellent communication and customer service skills, and ability to work effectively with providers, specialists, hospitals, and patients.
Proficiency with electronic health records and Microsoft Office applications.
Ability to coordinate care across multiple departments and external healthcare organizations.
Strong problem-solving skills and ability to manage competing priorities in a fast-paced healthcare environment.
Ability to sit, stand, and use computer equipment for extended periods.
Ability to communicate effectively in person and by telephone.

Nice To Haves

Associate degree in Healthcare Administration or a related field; relevant healthcare coordination experience and/or Medical Assistant certification may substitute for preferred educational qualifications.
At least two years of experience in healthcare scheduling, referral coordination, surgical scheduling, or care coordination.
Experience working for a community health center, hospital, or specialty practice.
Experience with insurance authorization and referral processes.
Bilingual English/Spanish.

Responsibilities

Schedule surgical procedures and specialty interventions for patients, and coordinate procedure dates with physicians, facilities, anesthesia providers, and patients.
Confirm the availability of surgeons, facilities, and required resources; communicate procedure details and preparation instructions to patients; and coordinate rescheduling when needed.
Review provider orders and referrals, obtain and track required authorizations, submit supporting documentation, monitor authorization status, and help resolve delays or denials.
Collaborate with referral coordinators, specialty providers, hospitals, ambulatory surgery centers, and health plans to facilitate authorization, scheduling, procedure completion, and follow-up.
Verify completion of required laboratory tests, imaging, medical clearances, and consultations; ensure consents and other required documentation are available; and coordinate pre-operative appointments and patient education.
Identify barriers to care and work with care teams to support patient compliance and successful procedure completion.
Serve as the primary patient contact throughout surgical scheduling; provide education about preparation, appointments, and follow-up; coordinate interpreter services as needed; and help patients navigate healthcare systems and resources.
Maintain accurate records of procedures, authorizations, referrals, and communications, and document patient interactions and coordination activities in the electronic health record.
Ensure surgical reports, operative notes, pathology reports, and specialty consultation reports are received, incorporated into the medical record, and routed for provider review.
Track procedure completion and follow up on outstanding reports, pathology results, and specialist recommendations; notify providers of missing or delayed reports requiring follow-up.
Participate in quality improvement initiatives related to referral management, specialty care access, and care coordination; assist with monitoring referral completion rates and surgical scheduling metrics.
Maintain compliance with HRSA, HIPAA, organizational policies, and payer requirements.
Participate in process improvement initiatives to improve specialty access, reduce scheduling delays, and enhance patient outcomes.
Perform other related duties, responsibilities, and special projects as assigned in support of patient care operations and organizational objectives.