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Surgical Services Coordinator

Department Description: Position schedules surgeries for 7 providers within Colon and Rectal Surgery. Candidates must be proactive, organized and flexible to finesse the very dynamic scheduling process. Understanding of insurance regulations, authorizations preferred.

Job Location: Boston, Massachusetts

Req ID: 45978BR

Job Summary: Provides administrative and scheduling support for Division. This position is responsible for leading and coordinating administrative work, projects staff, and managing surgical scheduling. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities:
  1. Coordinates all aspects of the surgical process for the diverse surgery patients. This includes preparing educational materials for patients, scheduling all pre surgical appointments and testing, booking cases at appropriate facilities and scheduling post operative appointments with appropriate NP or Surgeon. Communicates to staff.
  2. Obtains Prior Authorization for all required surgical procedures in facilities to ensure proper payment.
  3. Oversees planning and preparation for meetings. Distributes minutes, prepares agenda and materials.
  4. Assists in planning, coordinating and making recommendations in preparation for high-profile programs and events for the department.
  5. Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.
  6. Acts as a resource for the department for information and training. Coordinates multiple schedules and diverse workflow to meet operational needs. Accountable for outcome of work with minimal oversight from manager/director.
  7. Independently creates and edits department policies and training manuals. Reviews as necessary, at least annually.
  8. Initiates, organizes and implements systems and procedures to efficiently coordinate work of the department.
Required Qualifications:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 1-3 years related work experience required.
  3. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
  1. Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
  2. Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
  3. Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
  4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  7. Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services.
  8. Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
Age based Competencies:
Employees in this job must be competent to provide patient care to the following age groups: Young adult: 16-30 years, Middle Age: 30 - 60 years, Elderly: 60 -.
Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally
EOE Statement



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. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

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