Practice Coordinator

Job Title: Surgery Scheduler / Physician Practice Coordinator Job Description
This role provides comprehensive support to a surgical practice by coordinating all aspects of surgery scheduling, managing physician practice operations, and serving as a key liaison between patients, physicians, and internal departments. The position ensures that all pre- and post-operative requirements are met, supports billing and authorization processes, and delivers high-quality customer service in a fast-paced, high-volume medical group environment.
Responsibilities
- Perform all functions related to surgery scheduling, including verifying insurance, scheduling pre- and post-operative appointments, obtaining health clearances, securing surgery authorizations, and scheduling surgical assistants.
- Ensure that all required pre-operative studies are scheduled and completed prior to the surgery date.
- Manage physician referral work queues by completing referrals in Epic that correspond to patient care tasks.
- Provide excellent customer service by scheduling appointments, triaging incoming calls to the appropriate individuals or departments, responding to patient questions, and routing patient complaints to the appropriate supervisor.
- Coordinate and manage the daily operations of the physicians practice in collaboration with medical assistants and other staff, troubleshooting patient and physician issues and taking appropriate action to resolve them.
- Handle administrative functions such as physician correspondence, completion of forms, processing requests for authorizations, managing med-legal patient documentation, preparing expense reports, maintaining calendars, and providing transcription support as needed.
- Work with workers compensation adjusters and nurse case managers by submitting workers compensation authorization requests and following up to obtain status updates and required documentation.
- Complete physician credentialing as needed at all facilities, ensuring that curricula vitae are updated and medical staff privileges, including California medical license and DEA, remain current.
- Monitor practice workflow, assist in assigning work, recommend areas for process improvement, and serve as a liaison with other departments to support efficient operations and compliance.
- Assist with practice meetings and audits by coordinating logistics, preparing documentation, and supporting follow-up actions.
- Coordinate physician mentoring opportunities with fellows, students, and other learners, ensuring schedules and logistics align with practice needs.
- Collaborate with billing and health information services departments to provide information for requested chart audits and ensure appropriate surgical reports and daily clinic charges are sent promptly to billing for optimal reimbursement.
- Work closely with the billing department to facilitate financial arrangements for individual patients, supporting clear communication and timely resolution of financial matters.
- Act as a liaison between physicians and patients regarding surgery-related concerns, providing clear communication and updates throughout the surgical process.
- Provide patients with detailed surgical scheduling information and coordinate resources and support before, during, and after surgical procedures.
- Distribute health education materials, including forms, videos, and articles, to inform patients about relevant health topics as directed by the physician.
- Develop, in collaboration with the physician, patient-facing materials for pre- and post-surgery care, as well as related correspondence between visits.
- Support the physicians work with outside services, including professional and collegiate teams, teaching commitments, and speaking engagements, by coordinating logistics and communication.
- Manage and coordinate the logistics of care for VIP patients and patients with special needs, ensuring a high level of discretion, organization, and service.
Essential Skills
- High school diploma or GED.
- At least 3 years of experience working with a large medical group practice.
- Demonstrated surgery scheduling experience in a high-volume setting.
- Strong knowledge of HMO, PPO, and POS insurance plans.
- Experience working with workers compensation cases and related protocols.
- Experience verifying medical insurance and handling medical office administrative tasks.
- Ability to manage multiple priorities and workflows in a fast-paced clinical environment.
- Strong communication and customer service skills for interacting with patients, physicians, and internal departments.
- Ability to triage calls, resolve issues, and escalate concerns appropriately.
- Organizational skills to manage calendars, documentation, authorizations, and credentialing requirements with accuracy and timeliness.
Additional Skills & Qualifications
- Bachelors degree preferred but not required.
- Epic experience strongly preferred, particularly in managing referrals and scheduling workflows.
- Familiarity with med-legal patient processes and documentation.
- Experience coordinating with billing and health information services for chart audits and reimbursement support.
- Comfort working with professional or collegiate sports teams, teaching, and speaking engagement logistics is a plus.
- Ability to develop and maintain patient education materials for pre- and post-operative care.
Work Environment
This is an on-site, day-shift position based in Los Angeles, with typical hours of 8:00 a.m. to 5:00 p.m. The role operates within a high-volume medical group practice and surgical environment, requiring consistent in-person collaboration with physicians, medical assistants, billing teams, and other departments. Work is performed in a professional clinical office setting using electronic health records systems, including Epic, as well as standard office technology. The position may offer the potential for extension or renewal based on performance and operational needs.
Job Type & Location
This is a Contract position based out of Los Angeles, CA.
Pay and Benefits
The pay range for this position is $28.00 - $30.00/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)
Job Type & Location
This is a Contract position based out of Los Angeles, CA.
Application Deadline
This position is anticipated to close on Oct 27, 2026.
Workplace Type
This is a fully onsite position in Los Angeles,CA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.