Surgical Services Coordinator (Van Nuys)

Position Title:          Surgical Services Coordinator  

Department:           Family Planning

Reports to:               Family Planning Program Manager

Status:                      Full-Time/Non-Union

Position summary:

The Surgical Services Coordinator coordinates and schedules surgical procedures and specialty interventions for Clinica Romero patients. This position serves as the primary liaison between patients, providers, hospitals, ambulatory surgery centers, specialists, referral coordinators, and insurance organizations to ensure timely access to care and continuity of services. The position ensures timely coordination of surgical and procedural services, supports access to specialty care, and promotes continuity of care through effective communication and follow-up. The Surgical Services Coordinator manages the surgical scheduling process from referral through completion, ensuring required authorizations, documentation, patient education, and follow-up are completed in accordance with Clinica Romero policies and regulatory standards.

Responsibilities:

Surgical Scheduling and Coordination 

• Schedule surgical procedures and specialty interventions for patients receiving specialty care services within the organization, including but not limited to Women's Health and Podiatry. 
• Coordinate surgery dates with physicians, hospitals, ambulatory surgery centers, anesthesia providers, and patients. 
• Confirm availability of surgeons, facilities, and required resources. 
• Communicate procedure dates, times, locations, and preparation instructions to patients. 
• Reschedule procedures as necessary and communicate changes to all parties. 

Referral and Authorization Management 

• Review provider orders and referrals for completeness. 
• Obtain and track prior authorizations and referrals as required by health plans and payer requirements. 
• Ensure all necessary documentation is submitted to support authorization requests. 
• Monitor authorization status and resolve delays or denials in collaboration with providers and referral staff. 
• Collaborate with Referral Coordinators, specialty providers, hospitals, ambulatory surgery centers, and health plans to facilitate timely authorization, scheduling, completion, and follow-up of surgical and procedural services. 

Pre-Procedure Coordination 

• Verify completion of required laboratory tests, imaging studies, medical clearances, and consultations. 
• Ensure surgical consents and required documentation are completed and available. 
• Coordinate pre-operative appointments and patient education visits. 
• Identify barriers to care and collaborate with care teams to facilitate patient compliance with pre-procedure requirements. 

Patient Communication and Navigation 

• Serve as primary point of contact for patients throughout the surgical scheduling process. 
• Educate patients regarding preparation instructions, appointments, and follow-up requirements. 
• Coordinate interpreter services as needed. 
• Assist patients with navigating healthcare systems and accessing resources necessary for successful treatment completion. 
• Serve as a patient advocate by identifying barriers to care and collaborating with care teams to support successful procedure completion. 

Documentation and Record Management 

• Maintain accurate records of scheduled procedures, authorizations, referrals, and communications. 
• Document all patient interactions and coordination activities in the electronic health record (EHR). 
• Ensure surgical reports, operative notes, pathology reports, and specialty consultation reports are received and appropriately routed for provider review. 

Results and Follow-Up Tracking 

• Track completion of scheduled procedures and ensure reports are received. 
• Coordinate with referral and medical records departments to ensure documentation is incorporated into the patient's medical record. 
• Follow up on outstanding operative reports, pathology results, and specialist recommendations. 
• Notify providers of missing or delayed reports requiring follow-up. 

Quality Improvement and Compliance 

• 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 designed to improve access to specialty services, 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. 
• Other duties and responsibilities as assigned.

Qualifications/Requirements

• High school diploma or equivalent required; an Associate degree in Healthcare Administration or a related field is preferred.
• Medical Assistant certification and/or relevant healthcare coordination experience may be substituted for preferred educational qualifications. 
• Minimum two years of experience in healthcare scheduling, referral coordination, surgical scheduling, or care coordination preferred. 
• Experience working for a community health center, hospital, or specialty practice preferred. 
• Experience with insurance authorization and referral processes preferred. 
• Knowledge of medical terminology and surgical scheduling processes. 
• Understanding insurance authorization and referral requirements. 
• Strong organizational and time management skills. 
• Ability to manage multiple priorities and deadlines. 
• Excellent communication and customer service skills. 
• Ability to work effectively with providers, specialists, hospitals, and patients. 
• Proficiency with electronic health records and Microsoft Office applications. 
• Bilingual English/Spanish preferred. 
• Ability to effectively coordinate care across multiple departments and external healthcare organizations. 
• Strong problem-solving skills with the 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.