Surgery Scheduling Coordinator Orthopedic Surgery

Position Overview

We are seeking a clinically trained RN or MD to serve as a Virtual Surgery Scheduling Coordinator for a premier Utah-based Orthopedic Surgery practice specializing in Hip & Knee Joint Replacements.

This is a high-touch, front-facing role where your clinical background will be critical in answering complex patient inquiries regarding surgical procedures, recovery expectations, and pre-op protocols. You will manage end-to-end surgical scheduling, coordinate operating room (OR) availability, communicate with U.S. patients and hospitals, and maintain pristine tracking sheets in Microsoft Excel and eClinicalWorks (eCW).

Core Responsibilities1. Surgical Coordination & Scheduling

• Surgical Booking: Coordinate and schedule primary and revision hip and knee joint replacement surgeries across ambulatory surgical centers (ASCs) and partner hospitals in accordance with surgeon preferences and block time.
• Pre- & Post-Op Coordination: Schedule required pre-operative clearance appointments, lab work, imaging (X-rays/MRIs), and post-operative follow-up visits.
• Surgical Documentation: Compile, verify, and submit complete surgical packets—including clinical notes, insurance prior authorizations, history and physicals (H&Ps), and consent forms—to facility scheduling departments.

2. Patient Communication & Clinical Triage (Inbound Phone Management)

• First Point of Contact: Answer incoming calls on the main line via Sangoma, serving as the professional, welcoming voice of the practice.
• Clinical Patient Inquiries: Leverage your RN/MD background to address patient questions regarding hip and knee surgeries, pre-op instructions, recovery expectations, and surgical logistics with confidence and empathy.
• Clearance & Logistics Tracking: Follow up directly with patients to ensure pre-op cardiac/medical clearances and pre-surgical lab work are completed on schedule prior to surgery dates.

3. Practice Administration & Advanced Excel Tracking

• Data Management & Excel Tracking: Maintain, update, and manage detailed surgical logs, patient tracking sheets, and practice metrics using Microsoft Excel.
• EHR Management (eClinicalWorks): Maintain accurate, real-time chart entries, scheduling updates, and patient communications within eCW.
• General Administrative Support: Assist the core clinical team with incoming e-faxes, insurance verification coordination, physician schedule adjustments, and general practice communications.

Work Schedule & Operating Conditions

• Employment Type: Full-Time Virtual Assistant (40 hours/week)
• Shift Schedule: Monday through Friday, 8:00 AM – 5:00 PM MST (Utah practice hours)
• Phone System: Sangoma
• EMR Platform: eClinicalWorks (eCW)

Required Qualifications

• Clinical Education: Registered Nurse (RN) or Medical Doctor (MD) background required.
• Surgical Coordination Experience: Proven experience scheduling surgeries, preferably in Orthopedics (Joint Replacement / Hip & Knee focus preferred).
• Phone & Communication Excellence: Flawless, clear, and professional spoken English with neutral pronunciation; extensive experience handling inbound U.S. patient phone calls.
• Technical Skills: Strong proficiency in Microsoft Excel (data management, tracking, sorting, formulas) and hands-on experience with EMR systems (eClinicalWorks experience preferred).
• Remote Readiness: Dedicated, quiet, HIPAA-compliant home office workspace with reliable high-speed internet and power backup systems.

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