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).

Requirements

Core Responsibilities

1. 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.