Administrative Assistant/Surgical Coordinator

Job Title: Administrative Assistant / Surgical Coordinator – Trauma Division

Physician: Dr. Evans

Location: Dudley Street, Providence

Reports to: Administrative Manager

General Summary of Duties:

Responsible for performing a variety of duties specific to the appropriate scheduling of surgical cases for the Physician within a fast-paced Orthopedic Trauma practice. This position requires exceptional organizational skills, high-level clinical coordination, and advanced interpersonal skills to manage complex academic, research, clinical, and administrative responsibilities.

Essential Duties and Responsibilities

• Partner directly with the Physician to manage, coordinate, and report on schedule management, patient management, and the alignment of academic, research, clinical, and administrative responsibilities in a busy practice environment.
• Answer and skillfully triage patient phone calls; navigate complex clinical questions from patients with empathy, understanding, and appreciation for the unique needs of an Orthopedic Trauma population.
• Communicate and coordinate seamlessly with staff across a wide range of medical specialties, subspecialties, and hospital systems to ensure continuity of care.
• Contact insurance companies to obtain pre-authorizations and utilize advanced communication skills to navigate complex inquiries and disputes with insurance representatives.
• Contact patients for scheduling, review medical histories and medications, and determine/discuss any required preoperative testing or education.
• Ensure accuracy of patient registration, scheduling, and that correct surgical/diagnostic codes and patient information are provided to OR booking offices.
• Appropriately coordinate the number and length of cases booked per OR session.
• Ensure timely updating of the provider’s calendar to guarantee accurate OR schedules, office hours, on-call shifts, academic conferences, and departmental obligations.
• Proactively communicate calendar and schedule changes to the Physician, Administrative Manager, Site Manager, and COO.
• Correspond with appropriate billing staff regarding scheduled patients, deductibles, or required payments due prior to surgery.
• Communicate all necessary information to patients regarding arrival times, pre-and post-op instructions, and required follow-up appointments.
• Function as a key player in the training and mentorship process for other University Orthopedics (UOI) employees, including call center staff, receptionists, and fellow administrative assistants.
• Demonstrate the emotional intelligence needed to relate effectively to an extremely diverse patient population; exhibit tact, consideration, and active conflict resolution when working cooperatively across teams.
• Assist with essential office operations such as mail, filing, forms completion, and additional duties as assigned by the Manager to meet department needs.

Requirements

• High school diploma or equivalent required.
• Proven experience working within a healthcare environment, with a strong preference for backgrounds in orthopedics, trauma, or acute care specialties.
• Administrative and organizational skills to coordinate patient-care activities.
• Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.
• Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing.
• Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
• Knowledge of MS Office and EMR systems/Practice Management Systems.
• Ability to maintain confidentiality.
• Attention to detail.
• Must be able to travel to all sites if/when necessary.