When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

The Administrative Surgical Coordinator under the supervision of the Director of Perioperative Services and the Clinical Manager of Perioperative services and the Operating Room Charge Nurse performs services in a designated area according to the policies, procedures, philosophy, and objectives of the department and hospital.
The Administrative Surgical Coordinator works cooperatively within the department and other services to create a system of quality healthcare. The Administrative Surgical Coordinator is responsible for scheduling patients for surgery in an efficient and patient centric manner. This individual will be the liaison between the clinical staff, physician, and most importantly the patient.
The Administrative Surgical Coordinator will have complete oversight of the administrative duties as they relate to the surgical scheduling of patients. Additionally, they will be responsible for maintaining optimal surgery schedules to best optimize resources. The Administrative Surgical Coordinator will also perform secretarial and general office duties. Receives and appropriately directs all phone calls. Excellent customer service skills with patients, employees, and the public, must have a pleasant and positive attitude and great communication skills. Individual must be organized and be able to manage demanding workload with accuracy.

Job Description:

ESSENTIAL FUNCTIONS

Roles and Responsibilities

• The Administrative Surgical Coordinator acting as principal coordinator of communication with physicians, their offices and hospital staff. Will coordinate secretarial duties of Perioperative Services.
• Organizes and prepares the surgery schedule for inpatient and outpatient surgeries. Confirms all paperwork is completed in a timely manner.
• Calls anesthesiologist in charge daily for their next day’s assignments.
• Notifies Director/charge nurse and anesthesia of any changes in the surgical schedule. If schedule is already distributed notifies appropriate departments.
• Verifies the number of inpatients and outpatients from the previous day and communicates information to the appropriate people.
• Provides superior customer service to internal and external clients, customers, and patients.
• Processes patient charges and sends to data processing.
• Organizes and schedules the workflow of the surgeons’ operating room schedule assuring maximum use of OR time.
• Organized and ability to manage multiple projects simultaneously.
• Understands equipment needs (Microscopes, C-arm, video equipment, etc.) for frequently done surgical procedures, and ensures that equipment is not double scheduled on any day and that doctors block time is considered when procedures are scheduled.
• Promptly answers the telephone identifying self and department in a professional manner and maintains patient confidentiality at all times. Records and relays messages to appropriate individuals.
• Accountable for maintaining the confidentiality and security of all hospital-related, medical staff-related and patient-related data and information.
• Posts surgical charges on a daily basis per established guidelines.
• The coordinator will take on different and/or additional responsibilities as needed and deemed necessary by the Director of Perioperative Services or the Clinical Manager of Perioperative Services.
• Assures appropriate coordination with other hospital departments when special surgical needs occur.
• Assures appropriate coordination sales representative or with other hospital departments when special surgical needs occur such as equipment or other items deemed necessary for completion of the surgical procedure.
• Compiles department statistics as required, reviews for accuracy and completeness, performs necessary computations, prepares monthly reports.
• Supports department with other projects, including social media and department web-site maintenance Runs routine and specialized reports from data entered into the computer.
• Ensure timely updating of Directors and Managers calendar, to ensure accurate OR and office schedule, call, conferences, and departmental obligations.
• Works closely and maintains excellent relations with various department personnel within the Hospital system.

Other Duties as Assigned

• Completes other duties as assigned.

LEADERSHIP CAPABILITIES

• At times and when directed, may provide guidance and support to others while acting as a resource, trainer and/or preceptor.

JOB REQUIREMENTS

Minimum Education

• High School Diploma or Equivalency
• Associate’s degree /Bachelor's (Preferred)

Required Skills ​

Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Reasonable accommodations may be made to enable the individual to perform the essential functions.

Experience:

• Minimum of 2 years medical office experience required; surgery scheduling experience preferred.

Communication:

• Must possess verbal and written skills to communicate effectively and courteously with a diverse group of professional and non-professional members of the health care team, patients and family/significant others.
• Familiarity with medical terminology and anatomy preferably within a hospital environment.

Computers:

• Proficient in computer scheduling/Microsoft Word.
• Accurate keyboarding/data entry skills and Medical Terminology.
• Knowledge of Microsoft Office, PowerPoint and Excel.
• Excellent computer skills to accurately and efficiently assist in, email, scanning and word processing.

Customer Service:

• Excellent customer relations and interpersonal skills Time Management:
• Self-motivated and directed; able to work in a high volume, fast paced work environment and perform and prioritize multiple tasks simultaneously.

FUNCTIONAL DEMANDS

Physical Demands

• Regular sitting, standing, bending, walking and repetitive motion.

Work Environment

• Must be flexible and able to work in stressful situations.

Age-Specific Criteria

• Non-patient care provider

Pay Range:

$23.15 - $31.16

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.  Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled