Operations Coordinator

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

Key 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 additional clinical documentation.
• Maintain accurate authorization records and ensure compliance with payer requirements.

Billing and Revenue Cycle Support

• Review surgical cases for billing accuracy and completeness.
• Verify CPT, ICD-10, and procedure codes are supported by documentation and authorization approvals.
• Assist with claim review and denial management for orthopedic and podiatric procedures.
• Coordinate with billing departments regarding authorization discrepancies, claim denials, and reimbursement issues.
• Ensure all surgical procedures meet payer guidelines and medical necessity requirements prior to billing.
• Monitor outstanding authorizations and billing-related follow-up items.

Patient Care Coordination

• Serve as the primary contact for patients regarding surgical scheduling, insurance requirements, and procedure preparation.
• Educate patients on surgical timelines, insurance coverage, financial responsibilities, and pre-operative instructions.
• Coordinate communication between surgeons, physician assistants, nurses, physical therapy providers, hospitals, and insurance companies.
• Schedule follow-up appointments and coordinate continuity of care after surgery.
• Provide exceptional customer service while addressing patient concerns and questions.

Administrative and Office Management

• Maintain accurate patient records within EPIC and electronic medical record systems.
• Manage referral work queues, surgical scheduling logs, and provider schedules.
• Process incoming referrals and coordinate specialty consultations.
• Prepare reports, correspondence, and documentation related to surgical scheduling and authorizations.
• Ensure HIPAA compliance and confidentiality of patient information.
• Support daily office operations and assist providers with administrative needs.

Core Competencies

• Orthopedic Surgery Scheduling
• Podiatric Surgery Scheduling
• Prior Authorizations & Referrals
• Insurance Verification
• Surgical Billing Support
• Revenue Cycle Management
• Operating Room Coordination
• EPIC Electronic Medical Records
• CPT & ICD-10 Coding Knowledge
• Patient Care Coordination
• Medical Necessity Review
• Denial Management & Appeals
• Provider Calendar Management
• Customer Service Excellence
• HIPAA Compliance

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

Job Requirements

REQUIRED EDUCATION AND EXPERIENCE:

• Bachelor’s degree from an accredited university
• Three to five years of experience in progressively more responsible positions in office administration with high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

PREFERRED EDUCATION AND EXPERIENCE: 

• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE, SKILLS & ABILITIES:

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.