SURGERY SCHEDULER - SATELLITE OFFICE COORDINATOR

Job Title: Surgery Scheduler | Satellite Office Coordinator

Department: Westgate

Reports To: Director of Business Operations

Location: Westgate

Employee Type: Full-Time

Position Summary

The Surgery Scheduler and Satellite Office Coordinator primarily coordinates surgical and diagnostic services from scheduling through completion of pre-operative requirements. The role communicates with patients, providers, clinical teams, insurance carriers, outside practices, and surgical facilities to ensure accurate and timely care coordination. As a satellite-office employee, the position also provides front-office, insurance, payment, referral, DME, and operational support as needed to maintain efficient daily operations and a positive patient experience.

Essential Functions

• Surgery Scheduling and Preoperative Coordination
• Schedules surgical and diagnostic services by telephone or in person and provides patients with approved preparation instructions, forms, and education.
• Coordinates procedures, pre-admission testing, medical clearances, and related appointments with patients, surgical facilities, primary care offices, cardiology, and other specialty practices.
• Obtains and processes referrals and payer authorizations for surgeries, procedures, diagnostic testing, medications, pre-operative testing, and related services.
• Confirms appointments and ensures required surgical paperwork, medical records, studies, diagnostic results, clearances, and authorizations are complete and delivered within established timeframes.
• Reviews incoming pre-operative results and promptly routes abnormal, incomplete, or outstanding items to the surgeon, advanced practitioner, clinical coordinator, or other designated staff for review and direction.
• Communicates with patients, providers, facilities, and outside practices to resolve routine scheduling or documentation issues and to follow up on outstanding requirements.
• Documents scheduling activity, authorizations, patient communications, and follow-up accurately and timely in the electronic medical record and other designated systems.

Satellite Office and Patient Support

• Provides cross-functional administrative and patient-service coverage during routine operations, staffing shortages, vacations, unexpected absences, and periods of increased workload, including at other OAA locations such as Allentown and Lehighton or any future locations.
• Greets and directs patients and visitors and answers telephone calls promptly, professionally, and courteously.
• Assists with check-in and check-out, including registration, demographic and insurance verification, follow-up scheduling, and distribution of patient instructions.
• Verifies insurance eligibility, benefits, referrals, and authorization requirements and coordinates with carriers and outside offices to resolve routine issues.
• Reviews scheduled accounts for balances, expired referrals, or missing information; collects and records patient payments; and assists with daily cash reconciliation.
• Reschedules appointments, communicates approved scheduling changes, and completes other clerical or operational tasks reasonably related to patient care and satellite-office operations.

Durable Medical Equipment Support

• When assigned and appropriately trained, fits prescribed DME products, adjusts bracing for proper support and function, and instructs patients on approved use and care.
• Reviews DME documentation and qualifying criteria, obtains or follows up on required authorizations, and seeks clinical guidance when necessary.
• Monitors inventory, communicates supply needs, and places approved orders in accordance with organizational procedures.

Service and Accountability

• Responds to internal and external requests within established timeframes and maintains accurate, respectful, and professional communication.
• Prioritizes competing responsibilities, communicates barriers promptly, protects confidentiality, and follows organizational policies, procedures, and service standards.
• Escalates clinical questions, leadership matters, staffing decisions, policy exceptions, and issues requiring managerial authority to the appropriate leader. This position does not have supervisory authority.