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Surgical Booking Coordinator

Expired Job

Tufts Medical Center

Cambridge , MA 02138

  • Associate's degree is preferred

  • Bilingual Speakers are encouraged to apply.

  • Customer service skills are required

  • Experience is required

  • This position monitors and coordinates all surgical scheduling functions for the department, including answering patient inquiries, initial patient interviews, scheduling and facilitating surgical dates with patients and families or other support systems as noted, assuring surgeon preferences regarding surgical sites, assistants, processes and any additional materials necessary to properly support specific resources. The surgical coordinator provides complete pre-op surgical packets to the proper surgical location, assuring that surgeries may proceed as scheduled and assists the surgical biller with accurate and timely coding and billing information. Establishes systems to monitor and track department surgical functions and acts as a liaison between the department and, other Tufts Medical Center departments and external organizations.


Coordinates scheduling of the surgical sites and appointments for all physicians associated with a specific location in the department to achieve maximum utilization while adhering to Medical Center standards and regulations.

Conducts patient interviews to accurately document a patient's status pre-operatively.

Make necessary arrangements to qualify patients for surgery. Coordinates all pre-op tests and surgical procedures.

Inform patients of necessary pre-operative guidelines. Forwards information packets to patients. Responds to any last minute questions the patients may have prior to surgery.

Gathers all information obtained during the patient's pre-op stages. Ensures that the patient may proceed with the scheduled procedure by communicating directly with the patient's primary care physician in order to obtain pre-operative clearance.

Generates all information obtained during the patient's pre-op stages and submits a completed pre-operative surgical package to the surgical facility as directed by that facility, thus insuring that the patient file is complete and patient is cleared for surgery.

Following Federal CPT coding policies, records codes for surgical procedures and provides reports of all charges listed by the physician post-operatively to the billing coordinator. In the event of missing codes, the surgical coordinator communicates directly with the surgeon in order to obtain proper codes within 24 hours after the surgery. Works with the billing coordinator to forward batched reports to TMCPO.

Retrieves operative notes within 24 hours of a surgical procedure and ensures that surgical documentation is filed properly in patient charts and with the billing coordinator.

Keeps a surgical log detailing patient data, surgery time and place, other incidental relative information, billing information including amount billed and reimbursement date and amount for each surgical patient.

Maintains communication with the manager. Reports any problems or difficulties to the site manager immediately.

Contributes to the creation and updating of policies and guidelines for the Department related to the process by which patients are screened and booked for surgery.

Works with billing to insure appropriate billing and reimbursement for each case.

Responsible for surgical referral and authorization verification prior to/and following appointments and surgeries for.

Establishes and updates appropriate patient information packets for distribution to patients and medical staff in accordance with surgical scheduling duties. Responsible for maintaining supplies as necessary and coordinating distribution to patients.

Represents in the department relationships with other departments of Tufts Medical Center.

Works with the billing coordinator for resolution of surgical billing patient inquiries and complaints.

Will perform project work and other duties as assigned.

Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment

Performs other similar job related duties as required or directed.


Level of knowledge generally obtained through the completion of an Associate's Degree. Knowledge of healthcare management helpful.

At least two years experience in a health care setting. Previous surgical scheduling experience preferred. Communication and interaction with professional and medical staff preferred.

Medical terminology and the knowledge of Federal CPT coding policies strongly preferred.

Excellent organizational skills and ability to keep accurate records.

Strong in interpersonal and communications skills to interact effectively with physicians, families, visitors, and various levels of personnel within the department, and the Medical Center, various surgical facilities, and insurance agencies.

Excellent working knowledge of computer systems.

Initiative and durability to work under stress due to deadlines, volume of work, and range of activities.

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Surgical Booking Coordinator

Tufts Medical Center