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)
.
Core Responsibilities
1. 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.
2. Patient Communication & Clinical Triage (Inbound Phone Management)
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.
3. Practice Administration & Advanced Excel Tracking
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.
Work Schedule & Operating Conditions
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)
Required Qualifications
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.