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 Responsibilities2. Patient Communication & Clinical Triage (Inbound Phone Management)3. Practice Administration & Advanced Excel TrackingWork Schedule & Operating ConditionsRequired Qualifications
- 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.
- 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.
- 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.
- 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)
- 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.
