Surgical Scheduling Coordinator

The Surgical Scheduling Coordinator reports to the Ambulatory Clinical Manager and/or Practice Manager and is responsible for coordinating and scheduling surgical procedures, pre-admission testing, and related appointments across multiple hospital operating rooms and healthcare facilities. This role serves as a key liaison between physicians, patients, hospital departments, and insurance providers to ensure a seamless surgical experience while maintaining the highest standards of patient care and service.

Brown University Health employees are expected to model the organization's values of Compassion, Accountability, Respect, and Excellence, which guide interactions with patients, colleagues, and the communities we serve. Employees are also expected to demonstrate the core Success Factors of Instilling Trust, Valuing Differences, Maintaining Patient and Community Focus, and Collaborating Effectively.

• Coordinate and schedule surgical procedures for all OBGYN Associates physicians, including elective, urgent, robotic, and non-robotic surgeries, in accordance with hospital guidelines and physician preferences.
• Manage physician operating room block schedules, maximize utilization of assigned block time, release unused blocks as appropriate, and secure additional operating room time when needed.
• Coordinate surgical assistant coverage and related case requirements.
• Serve as a resource for physicians and practice staff regarding operating room schedules, hospital policies, and procedural requirements.
• Communicate all surgical schedule changes to physicians, operating room personnel, pre-admission testing departments, and other appropriate stakeholders.
• Utilize designated scheduling software and electronic systems to accurately schedule and document surgical cases.
• Meet with patients prior to surgery to review the surgical process, answer questions, and provide procedural guidance.
• Obtain required medical clearances from appropriate healthcare providers prior to scheduled procedures.
• Verify insurance coverage and coordinate with hospital financial counselors to facilitate pre-admission approvals and financial clearance.
• Obtain all necessary referrals, authorizations, and supporting documentation required for surgical procedures.
• Maintain physician surgical schedules through Outlook calendars and other scheduling platforms.
• Schedule pre-admission testing, pre- and post-operative appointments, obstetric anesthesia consultations, amniocentesis procedures, external versions, outpatient infant circumcisions, and other related services.
• Serve as a liaison for patients with special needs, ensuring appropriate accommodations and support throughout the care process.
• Monitor daily obstetrical patient activity, including delivery schedules and notifications.
• Coordinate communication and support services for patients experiencing pregnancy loss and notify hospital departments as required.
• Provide coverage for induction scheduling and other scheduling functions as needed.
• Monitor physician admitting privileges and ensure all privileges remain current. Communicate with physicians regarding suspended privileges and admission restrictions when applicable.
• Attend and actively participate in departmental meetings and training sessions.
• Support quality assurance, patient safety, environmental safety, and infection prevention initiatives in accordance with departmental and organizational standards.
• Perform additional duties and responsibilities as assigned.

Education

• High School Diploma or equivalent required.
• Associate degree in Secretarial Sciences, Business Administration, Healthcare Administration, or a related field preferred.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and prioritization abilities.
• Knowledge of OBGYN medical terminology and surgical scheduling processes.
• Proficiency with computer systems, scheduling software, Microsoft Outlook, and related office applications.
• Ability to maintain confidentiality and demonstrate professionalism when interacting with patients and healthcare providers.
• Demonstrated ability to provide patient-centered service while addressing diverse cultural, developmental, and age-related needs.
• Strong attention to detail, problem-solving skills, and the ability to manage multiple competing priorities in a fast-paced environment.

Experience

• Minimum of three (3) years of surgical scheduling experience in a physician practice or healthcare setting required.
• Experience demonstrating effective organizational, leadership, and communication skills, with the ability to serve as a resource for providers and practice staff.

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EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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