Surgery Coordinator

Wentworth-Douglass Hospital Boston , MA 02298

Posted 6 months ago


Under general supervision, provides administrative support for surgical scheduling. Works with physicians and other clinical staff members to ensure a quality-based, customer-oriented flow of work. Requires discretion and judgment to organize priorities, complete tasks, and handle confidential patient information. Specific responsibilities are outlined below. Reports directly to the Practice Manager and receives supervision and overall administrative direction related to policies and procedures from Ambulatory Nursing Director and/or Nurse Coordinator.


Surgical Scheduling

  • Schedules patient surgeries, pre-testing; completes, delivers, and files all associated paperwork in an accurate and timely manner.

  • Is knowledgeable in the use of the MGH OR Schedule and Information System OR Scheduling System, MOSAIC, and the PATA Online Scheduling pre-admission testing program.

  • Schedules PATA, Pre-operative and Post-Operative appointments in a timely and courteous manner; prepares appropriate paperwork and confirms that any necessary follow-up is scheduled at the appropriate time in the future.

  • Ensures completed consents, orders and H&P is sent to PATA or SDSU to be present for the patients' surgery. Forwards all original copies to the Medical Records Department.

  • Consistently provides patients/family with copies of surgery instructions for appropriate type of admission.

  • Checks patients' insurance by performing an EDI check to make sure it is active and requests referrals if required. Contacts patient insurance companies in a timely manner to obtain precertification for surgery as necessary.

  • Refers patients to Patient Financial Services for financial counseling as appropriate.

  • Distributes information to patients pertaining to surgery and pre-admission testing, directions to appointments, maps, etc (prior to surgery).

  • Answers patient/family questions regarding appointments, surgical procedures, and pre-operative instructions as appropriate. Refer all medical questions to the appropriate person.

  • Arranges for interpreter services as needed prior to patient's pre-operative, post-operative and PATA appointments, as well as day of surgery.

  • Ensures that all demographic data in the patient's medical record is current and complete; directs to MGH Registration and Referral Center (RRC) if applicable.

  • Builds referral shells for referral authorization in EPIC CADENCE

  • Re-schedules any cancelled surgeries in a timely manner.

  • Responds to requests from billing service or third party carriers for information, corrections, etc., related to the physician's surgical procedures.

  • Schedules tests utilizing DECRAD and ROE when appropriate

  • Completes requisition slips for mammograms, labs, radiology, PATA testing and other specialty tests

  • Ensures equipment requested by the physician is entered in the OR Scheduler. Schedule inter-op U/S guidance when requested by the physician.

  • Assist other Gyn offices to find OR time outside of their block time when necessary.

  • Sends a confirmation e-mail to the physician once the patient is confirmed for surgery. Enters the information into LMR and add post-operative appointments to the "to do" list for nurses.

  • If a case will go beyond 5:00 pm contact the appropriate OR Administrator to request approval.

General Patient Care Responsibilities

  • Photocopies/files/scans and submits patient-related paperwork (operative notes, consultation/medical necessity letters, etc) in an accurate and timely manner.

  • Respond to requests from physicians' offices, family, or government agencies for letters of medical necessity, letters to schools, copies of medical records, etc. as necessary.

  • Interacts in a courteous manner with physicians, nurses, and administrative staff within and outside of MGH to coordinate care of patients, obtain referrals, provide feedback, answer questions, etc.

  • Provides clerical support to providers as needed

  • Provides cross coverage with other OR Coordinators

  • Performs other duties as assigned


Excellent communication, organizational and customer service skills required.

Must be able to handle multiple duties simultaneously and prioritize effectively.

Must be self-motivated and directed, and be able to work in a high-volume and fast-paced environment..

Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets)

Good command of the English language, including medical and scientific terminology.

In-depth understanding of all pertinent medical coverages.

Excellent interpersonal skills.


Outpatient office setting.






Associates or Bachelors Degree or equivalent secretarial certification

Minimum 2 years secretarial experience

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Surgery Coordinator

Wentworth-Douglass Hospital