Operations Coordinator

Responsibilities

• Surgical Scheduling
• Coordinate and schedule orthopedic and podiatric surgical procedures in hospital and ambulatory surgery center settings.
• Schedule elective and urgent surgical cases including joint replacements, fracture repairs, arthroscopy procedures, foot and ankle reconstruction, bunion corrections, hammertoe repairs, tendon repairs, and other orthopedic and podiatric procedures.
• Maintain surgeon calendars, operating room schedules, and block time utilization.
• Coordinate surgery dates, pre-admission testing, medical clearances, imaging studies, and post-operative appointments.
• Prepare and distribute surgical packets and patient instructions.
• Communicate surgical information and procedural requirements to patients and families.
• Reschedule procedures due to changes in provider availability, operating room scheduling, or insurance authorization status.
• Insurance Verification and Prior Authorizations
• Verify patient insurance eligibility, benefits, deductibles, co-payments, and out-of-pocket responsibilities.
• Obtain prior authorizations for orthopedic and podiatric surgeries, diagnostic testing, injections, durable medical equipment (DME), and specialty procedures.
• Submit clinical documentation, operative reports, imaging results, and medical necessity information to insurance carriers.
• Monitor authorization status and follow up on pending approvals to prevent delays in patient care.
• Resolve authorization denials through appeals, peer-to-peer reviews, and submission of additiona

Benefits

Additional Information

JOB SUMMARY: The Operations Coordinator will provide general administrative support to new hires including the onboarding coordination of equipment and systems access to ensure new hires have the proper tools and access. The Coordinator will also coordinate off-boarding of equipment and systems' access modifications. Other responsibilities include calendar management, drafting correspondence, preparing presentations, reports, managing organizational contacts, attending meetings, preparing and distributing meeting notes; sorting mail and ordering supplies. The Coordinator acts as the first point of contact for the Director and triages calls from other departments, external and internal auditors, contract employees and external consultants as well as schedules meetings, makes travel arrangements and processes travel reimbursements in a timely manner. The Coordinator also ensures meeting documents including agendas are prepared, provided and distributed in a timely manner and generates patient assignments as applicable. Department: Orthopedics & Podiatry Position: Office Coordinator/Surgical Scheduler ESSENTIAL RESPONSIBILITIES / DUTIES: Provides administrative support to the department, including, but not limited to: calendar management, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word. Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission. Maintains leadership's calendar up to date; coordinates vacation, schedules meetings with particular attention to preventing scheduling conflicts. Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans. Schedules meetings, tracks responses; coordinates audio-visual and technology requirements. Prepares information packages for meetings and distributes timely. Takes and prepares meeting notes as required. Ensures that meeting notes and other written documents are accurate and professional. Follows up with Directors, to ensure adherence to project and tasks deadlines. Manages vendor invoices in accordance with institutional policies and procedures and accounts payable for the department. Manages subscriptions. Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within the established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements. Evaluates, develops and revises administrative systems to improve efficiency. Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Creates reports, spreadsheets, charts, presentations or other correspondence requested. Performs office-related duties such as maintaining organizational charts, up-to-date electronic files, manuals and records. Distributing mail. Coordinates onboarding of new hires, ensuring equipment delivery, systems' access and other requests as necessary. Coordinates off-boarding ensuring the return of BMC equipment and termination of systems' access. Acts as a liaison with external customers to ensure efficient communications. Conducts online and other types of research

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