SURGERY SCHEDULER - SATELLITE OFFICE COORDINATOR

Job Title:                    Surgery Scheduler | Satellite Office Coordinator

Department:                Westgate

Reports To:                Director of Business Operations

Location:                     Westgate

Employee Type:          Full-Time

Position Summary

The Surgery Scheduler and Satellite Office Coordinator primarily coordinates surgical and diagnostic services from scheduling through completion of pre-operative requirements. The role communicates with patients, providers, clinical teams, insurance carriers, outside practices, and surgical facilities to ensure accurate and timely care coordination. As a satellite-office employee, the position also provides front-office, insurance, payment, referral, DME, and operational support as needed to maintain efficient daily operations and a positive patient experience.

Essential Functions

• Surgery Scheduling and Preoperative Coordination
• Schedules surgical and diagnostic services by telephone or in person and provides patients with approved preparation instructions, forms, and education.
• Coordinates procedures, pre-admission testing, medical clearances, and related appointments with patients, surgical facilities, primary care offices, cardiology, and other specialty practices.
• Obtains and processes referrals and payer authorizations for surgeries, procedures, diagnostic testing, medications, pre-operative testing, and related services.
• Confirms appointments and ensures required surgical paperwork, medical records, studies, diagnostic results, clearances, and authorizations are complete and delivered within established timeframes.
• Reviews incoming pre-operative results and promptly routes abnormal, incomplete, or outstanding items to the surgeon, advanced practitioner, clinical coordinator, or other designated staff for review and direction.
• Communicates with patients, providers, facilities, and outside practices to resolve routine scheduling or documentation issues and to follow up on outstanding requirements.
• Documents scheduling activity, authorizations, patient communications, and follow-up accurately and timely in the electronic medical record and other designated systems.

Satellite Office and Patient Support

• Provides cross-functional administrative and patient-service coverage during routine operations, staffing shortages, vacations, unexpected absences, and periods of increased workload, including at other OAA locations such as Allentown and Lehighton or any future locations.
• Greets and directs patients and visitors and answers telephone calls promptly, professionally, and courteously.
• Assists with check-in and check-out, including registration, demographic and insurance verification, follow-up scheduling, and distribution of patient instructions.
• Verifies insurance eligibility, benefits, referrals, and authorization requirements and coordinates with carriers and outside offices to resolve routine issues.
• Reviews scheduled accounts for balances, expired referrals, or missing information; collects and records patient payments; and assists with daily cash reconciliation.
• Reschedules appointments, communicates approved scheduling changes, and completes other clerical or operational tasks reasonably related to patient care and satellite-office operations.

Durable Medical Equipment Support

• When assigned and appropriately trained, fits prescribed DME products, adjusts bracing for proper support and function, and instructs patients on approved use and care.
• Reviews DME documentation and qualifying criteria, obtains or follows up on required authorizations, and seeks clinical guidance when necessary.
• Monitors inventory, communicates supply needs, and places approved orders in accordance with organizational procedures.

Service and Accountability

• Responds to internal and external requests within established timeframes and maintains accurate, respectful, and professional communication.
• Prioritizes competing responsibilities, communicates barriers promptly, protects confidentiality, and follows organizational policies, procedures, and service standards.
• Escalates clinical questions, leadership matters, staffing decisions, policy exceptions, and issues requiring managerial authority to the appropriate leader. This position does not have supervisory authority.

Qualifications

Required Qualifications

• High school diploma or general education degree (GED).
• Previous medical office experience that includes surgical, procedural, or office scheduling.
• Working knowledge of medical terminology, electronic medical records, payer portals, and standard office technology.
• Prior customer service experience and professional telephone etiquette.
• Strong organization, communication, problem-solving, follow-through, and attention-to-detail skills, with the ability to manage multiple priorities accurately and efficiently.
• Ability to collaborate effectively with patients, providers, clinical and administrative staff, facilities, insurance carriers, and outside practices.
• Ability to maintain confidentiality, comply with HIPAA and organizational policies, and work flexible hours based on operational needs.

Preferred Qualifications

• Two to four years of related medical office experience and training, or an equivalent combination of education and experience.
• Experience with insurance verification, referrals, prior authorization, patient collections, and DME products.
• Bilingual English and Spanish communication skills.

Work Environment and Essential Requirements

This position works in a medical office and routinely uses a computer, telephone, electronic medical record, payer portals, office equipment, and patient-service systems. The role requires regular interaction with patients and team members, movement throughout the office, and performance of assigned patient-facing and administrative functions with or without reasonable accommodation.

Organizational Statement

OAA Orthopaedic Specialists is committed to comprehensive, high-quality orthopedic care and a patient-centered experience. Employees are expected to demonstrate professionalism, service, teamwork, and accountability.

Job Description Notice

This description summarizes the position's primary duties and qualifications and is not an exhaustive list. Duties may be modified or reassigned based on patient-care and operational needs, consistent with applicable law. OAA Orthopaedic Specialists is an equal opportunity employer.

OAA Orthopaedic Specialists | Revised September 2026