Surgical Coordinator

Overview

The Mohs Surgical Coordinator plays a crucial role in supporting dermatologic surgical services, with a focus on Mohs surgery, excisions, ED&C, LN2 treatments, and related follow-up procedures. This role is essential to ensuring exceptional patient care, accurate scheduling, and effective coordination across clinical teams. The ideal candidate will possess strong organizational, communication, and interpersonal skills, along with familiarity with dermatologic surgical workflows and pathology management

Responsibilities

Surgical Scheduling & Workflow Management

• Schedule all Mohs, excision, ED&C, LN2, and cosmetic surgery procedures - both in-office and outpatient.
• Ensure proper time allocation within provider templates, confirm equipment
• Review surgical schedules daily for accuracy and maintain full utilization of available slots, minimizing overbooking and filling last-minute cancellations.
• Maintain and manage waitlists and cancellations; promptly move patients into open slots to maximize efficiency.
• Coordinate rescheduling of all canceled procedures to avoid gaps in provider schedules.
• Understand and apply Mohs Appropriate Use Criteria when scheduling procedures.

Patient Communication & Support

• Serve as the primary point of contact for all patients undergoing Mohs and related surgical procedures.
• Conduct pre-operative and post-operative phone consultations; provide detailed instructions and educational materials.
• Notify patients of pathology results as directed by providers.
• Answer incoming calls specific to surgery including MOHS (dedicated call queue) and ensure all messages are returned promptly.
• Ensure phones are answered before the third ring and voicemail messages from the Mohs line are addressed in a timely manner.

Pathology & Documentation Management

• Maintain accurate, up to date pathology logs and ensure all SLAs (service level agreements) are met.
• Coordinate follow-up procedures for all pathology requiring additional treatment (Mohs, excision, ED&C, LN2).
• Communicate results and next steps to patients in alignment with provider instructions.
• Handle all pathology coordination for the Mohs surgical team, including documentation and provider communication.
• Follow up with pathology labs and track incoming reports.

Referral & Insurance Coordination

• Triage and process incoming referrals via fax and email from outside providers.
• Register patients, verify insurance coverage and referrals.
• Provide CPT/procedure codes to the Prior Authorization (PA) team for surgeries requiring pre-approval.
• Prepare and send surgical packets via EMR or mail to patients ahead of procedures.

Team & Interdepartmental Collaboration

• Collaborate closely with physicians, nurses, surgical assistants, and access managers to streamline patient care.
• Coordinate complex surgical repairs with external specialists (e.g., plastics, oculoplastics).
• Monitor and help meet call center benchmarks and provider fill rate targets for the Mohs team.
• Maintains a ONETeam mindset using the foundation of our core values, the 3Ps: Positivity, Productivity, and Professionalism.
• Support APDerm’s mission and culture of high-quality standards by carrying out applicable policies, procedures and established industry standards, laws and regulations. Examples include adhering to privacy and data protection practices, ensuring a safe workplace, and reporting observed or suspected behaviour and actions that do not meet APDerm standards.
• Complete all assigned required training by the deadline including, but not limited the Code of Conduct, Privacy & Data Security, and OSHA.

Administrative & Departmental Support

• Collaborate with providers and administrative staff to help streamline workflows and improve patient satisfaction
• Identify opportunities for process improvement and communicate suggestions to leadership
• Maintain awareness of departmental policies and actively contribute to team success
• Assist with meeting and exceeding departmental goals, performance metrics, and budgetary targets by supporting efficient operations, minimizing delays, and ensuring timely communication and documentation
• Assist with fill rates by proactively reviewing provider schedules throughout the day and working to fill open appointment slots where appropriate

Training and Location Requirements

• Participate in all mandatory clinical training sessions, including onboarding and ongoing education to maintain compliance with healthcare standards and APDerms Best Practices.
• Complete all quarterly and annual training programs as required by organizational policies and regulatory agencies.
• Stay current with clinical best practices through scheduled training updates and competency assessments determined by APDerm.
• All hybrid positions require regular in-office hours, which will be determined by the company based on business needs. This may vary by team, department, or role, and schedules will be communicated by your manager or HR as appropriate

Qualifications

Minimum Qualifications

• Mandatory High School Diploma or equivalent (GED) required.
• Preferred dermatology, Mohs experience and or surgical scheduling
• Preferred Medical assistant certification

Skills, Knowledge, & Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Working knowledge of EMA, Athena GE, GE Centricity, and Epic
• Complete Administrative Proficiency (Microsoft Office Suite, Web-based applications, email, or related software)
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Must possess strong problem-solving abilities and analytical skills to ensure patient’s needs are met.
• Ability to function well in a high-paced and at times stressful environment.
• Strong interpersonal and customer service skills required to communicate with patients, family members, clinicians, as well as other colleagues in a positive, professional manner.

The salary for this role will range from USD $24.00 to 36.00 per hour based on full-time employment. Salary offers are based on a wide range of factors including but not limited to years of experience, location, relevant skills, training, education, etc. Certain roles may be eligible for performance-based incentive compensation and/or long-term incentives. APDerm supports your life's needs through an extensive offering comprehensive, competitive and inclusive set of health, financial and other benefits that support your total well-being.

APDerm is proud to be an equal employment opportunity and affirmative action workplace. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, military and veteran status, disability, genetics, or any other category protected by federal law or APDerm policy.

Please email humanresources@apderm.com if you need a disability accommodation for any part of the employment process.