Surgical Scheduling Coordinator

Job Title: Surgical Scheduling Coordinator Job Description
The Surgical Scheduling Coordinator plays a key role in ensuring that surgical patients are thoroughly prepared and supported before, during, and after their procedures. This position manages all aspects of surgical scheduling, coordinates closely with physicians, clinical staff, and external partners, and serves as the primary point of contact for patients throughout the surgical process. The coordinator also handles insurance verification and authorizations, maintains accurate documentation, and supports both clinical and administrative operations to ensure a smooth and efficient patient experience.
Responsibilities
- Schedule all aspects of patient care related to surgery, including pre-operative and post-operative appointments, ensuring that pre-op studies are ordered, scheduled, and completed, and that clinical staff and operating room times are reserved for each procedure.
- Verify patient insurance coverage and obtain all necessary surgery authorizations and health clearances, ensuring that documentation is complete and accurate prior to the procedure.
- Review the risks and benefits of surgery or procedures with patients as directed by the physician, and enroll patients in appropriate education classes prior to surgery according to physician instructions.
- Serve as the primary point of contact for patients, acting as a liaison between the physician, patient, and internal and external departments to support patients before, during, and after surgery.
- Ensure that all arrangements for each surgical procedure are in place, including obtaining any special equipment requested by the physician for specific procedures.
- Respond to patient inquiries and complaints related to surgical scheduling and coordination, provide service recovery when needed, and escalate issues to the supervisor when appropriate.
- Provide concierge-style coordination between the office and the patients designated representative to facilitate communication and logistics.
- Manage physician referral work queues by processing and completing referrals in a timely and accurate manner.
- Handle physician correspondence, forms, requests for authorizations, calendar management, and transcription-related needs as required.
- Prepare patient charts and review, perform, and update demographics and insurance information to maintain accurate and current records.
- Collaborate with the billing team by providing information for requested audits and ensuring that surgical reports and charges are submitted correctly to the billing department.
- Work closely with workers compensation adjusters and case managers to process workers compensation authorization requests and follow up to ensure completion of authorizations and documentation.
- Provide clinical or administrative support based on operational needs, contributing to the smooth functioning of the surgical and office environment.
Essential Skills
- High school diploma or GED.
- At least 2 years of experience with surgery or procedure scheduling in a medical setting.
- At least 1 year of experience handling insurance authorizations for medical procedures.
- Demonstrated ability to work directly with insurance companies to obtain authorizations for surgical procedures.
- Experience using Epic electronic medical record (EMR) systems.
- Knowledge of medical insurance processes and medical office workflows.
- Proficiency in scheduling patient appointments and coordinating multiple providers and resources.
- Strong communication skills for interacting with patients, physicians, clinical staff, and external partners.
- Attention to detail and accuracy in managing authorizations, documentation, and scheduling.
- Ability to manage multiple tasks and priorities in a fast-paced medical environment.
Additional Skills & Qualifications
- Previous experience as a Patient Service Representative (PSR) or Medical Assistant (MA).
- Experience working in a surgery center or hospital setting, highly preferred.
- Experience scheduling spinal procedures and total joint procedures.
- Familiarity with concierge-style patient coordination and high-touch patient service.
- Strong problem-solving skills and ability to provide effective service recovery when issues arise.
- Ability to collaborate with billing teams, workers compensation adjusters, and case managers.
- Comfort working with electronic health records and other medical office software.
- Organizational skills to manage physician calendars, referral queues, and documentation efficiently.
Work Environment
This is a full-time, day-shift position, typically working on-site from 8:00 a.m. to 5:00 p.m. in a medical office and surgical coordination environment in Santa Monica, California. The role operates within a large, well-renowned medical network in Southern California, offering exposure to advanced surgical practices and multidisciplinary teams. The coordinator works closely with physicians, clinical staff, billing teams, and external partners such as workers compensation adjusters, using Epic EMR and other medical office systems on a daily basis. The environment is professional, fast-paced, and patient-focused, with a strong emphasis on accurate scheduling, thorough preparation, and high-quality patient service.
Job Type & Location
This is a Contract position based out of Santa Monica, CA.
Pay and Benefits
The pay range for this position is $25.00 - $26.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Santa Monica,CA.
Application Deadline
This position is anticipated to close on Oct 16, 2026. About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

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Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the
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