Medical Assistant/Surgical Coordinator

This individual will need to travel between the Ft. Lauderdale office (2x per week( and the Miami Office (3x week). We will pay mileage reimbursement at the going IRS rate for travel to/from both physician offices (but not from the employee's residence)

Role: Surgical Coordinator
Revision Date: 1/1/2026
Direct Reports to: Practice Manager
Indirect Reports to: Surgeons, Providers and/or the Director, VP or its Designee
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Position Summary
This position is responsible for coordinating administrative, insurance, and scheduling
aspects of patient surgeries, acting as the primary liaison between the patient, surgeon,
midlevel and other providers, surgical facility and insurance, including supporting
medical assistances and the practice in obtaining other practice-related authorizations,
referrals and managing the overall medical record request process
Activities and responsibilities include, but are not limited to, coordinating the phases of
the surgical process from the office/insurance side, including surgery scheduling, pre- and
post-operative appointments, labs and other appointments or requirements, insurance and
documentation requirements, such as obtaining medical records, referrals and/or prior
authorization as may be required for surgeries or to support medical assistants or
providers, upon request
Position requires a professional, positive demeanor during all interactions, including
telephone, written or face-to-face interactions with external parties such as patients,
vendors and insurance companies, as well as with internal colleagues such clinical staff,
administrative and corporate personnel.
Position also requires surgical coordinators to ensure patients are properly prepared for
surgery and the providers' schedules, facilities and equipment needs are aligned and that
the office is also prepared to meet its billing, collections and insurance documentation
obligations
This position reports to the designated FPG physician practice location(s) Practice
Manager.
Highlights of Key Responsibilities (9:00am-5:30pm)
Collaborate with the office coordinator to verify demographics, insurance and obtain
required documentation at the front desk
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Collaborate with the office coordinator to conduct patient insurance and benefit eligibility
verifications prior to appointment and at the point of care, and at other times necessary
Collaborate with the office coordinator in collection of patient financial obligations,
including copays, coinsurance and deductibles required for procedures
Collaborate with the office coordinator to obtain financial hardship and payment plan
details and applications, where applicable, prior to scheduling procedures
Answer office telephone, and respond to text and email portal inquiries from existing and
prospective patients
Schedule and coordinate surgeries and follow-up visits within the global window period
and additional follow-ups required, as directed, within practice management system and
other supportive technologies (e.g., patient portal), and in alignment with the practice's
scheduling practices and the respective provider's schedule and availability, and the
facility availability and protocols
Ensure required pre-operative documentation is complete, including consents, history and
physical, lab and imaging reports, medical clearances and required facility forms are
obtained in advance of surgeries and procedures
Maintain surgical schedule and surgical data and notes in the electronic health record and
prepare or route required paperwork to facilities and payers
Collaborate with, as needed, facilities, vendors and equipment vendors to ensure required
implants, special instruments or devices are available on the day of surgery
Communicate appointment reminders, confirmations and changes to patients and
facilities, including surgery times and check in instructions
Requests and manages all authorization and referral requests for practice
Manages and fulfills all medical record requests for the practice
Engage in activities related to following up on surgical or procedure cancellations, no
shows, open balance collection, eligibility verifications and other open insurance matters,
including assisting with basic surgical and procedure reporting (no-show lists, schedule
utilization, work queue volumes)
Work with the Practice Manager in meeting or improving, as applicable, designated
metrics or other performance targets established by the Practice Manager or HSA
Support cross-training and onboarding activities including providing training support and
back up coverage as needed to other Office Coordinators or Practice Manager, upon
request
Assists and support the Practice Manager with other practice operations and
administrative duties as assigned
Works in collaboration with Practice Manager, physicians, midlevel practitioners and
other clinical and nonclinical staff to maintain and coordinate clinical and nonclinical
schedules, coverage and appointment availability at the practice location(s), resolving
conflicts and ensuring appropriate slot use
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Supports value-based care and provide assistance to the Practice Manager, providers and
patients with patient adherence to quality measures, including conducting patient and
insurance outreach, scheduling patient appointments, following up on patient's receipt of
services outside the practice location that satisfy a quality measure and otherwise
working in collaboration with the providers and Practice Manager in addressing the list of
patients due for services, screenings or other actions that support quality measures Ensure
required records are received begore visits and ensures consultation and other notes are
shared with referral sources and primary care providers after each visit, as applicable
Must be able to work independently and with little supervision
Provides a high level of customer service to all new and existing patients of the practice
Adheres to FPG and/or HSA policies, procedures and protocols
Adheres to OSHA (Occupational Safety and Health Administration), CMS (Centers for
Medicaid and Medicare Services), HIPAA (Healthcare Insurance Portability and
Accountability Act), OIG (Office of Inspector General, United States), FWA (Fraud,
Waste and Abuse) and FPG/HSA Compliance Program requirements, state Medicaid and
other regulations, as applicable.
Performs other duties as requested
Qualifications & Skills
Strong customer service and communication skills, with the ability to work
collaboratively with a multidisciplinary team
Bilingual English/Spanish preferred
Microsoft 365 Office Suite, including, at a minimum, proficient experience in using
Office, Word, Excel, and Outlook
Basic proficiency with electronic medical records, practice management and scheduling
systems, eligibility and insurance verification platforms
Knowledge of medical terminology insurance basics and specialty office workflows
Ability to organize, multi-task and problem solve, including ability to manage multiple
surgeons, cases and deadlines, with attention to detail, in a fast-paced environment
Education & Experience
High school diploma or equivalent
Prior medical office or healthcare coordination experience, preferably within surgical
practice, strongly preferred
Other
This is primarily an office-based role requiring extensive phone and computer use but
may require occasional travel or coordination across multiple facilities or surgery centers,
depending on practice structure and needs
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Work involves time-sensitive tasks and frequent interruptions, requiring computer and
effective prioritization

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HSA and Florida Physician Group
Job Description
Role: Medical Assistant
Revision Date: 1/1/2026
Direct Reports to: Practice Manager
Indirect Reports to: Surgeons and Providers
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Position Summary
This position serves as a member of both the administrative and clinical team responsible
for performing routine and basic clinical activities (such as taking vitals, preparing
patients for exams and preparing rooms for patients) and handling other basic office
functions (such as scheduling, documentation and collection of patient forms or
assessment data)
Medical assistants work under the direction of licensed providers and are key to
coordinating smooth patient flow through the office
Activities and responsibilities include, but are not limited to, collecting patient forms and
ensuring completion and submitting required forms, maintaining the exam room in
compliance with OSHA standards, maintaining exam room supplies, equipment and set
up, including instrument restocking, promoting clinical workflow, supporting providers
with basic patient education and other activities as directed
Position partners closely with administrative staff and requires balancing clinical and
nonclinical activities with both operational and clinical goals, patient access standards
and established growth targets
This position reports to the designated FPG physician location(s) Practice Manager but
also works closely with the providers
Highlights of Key Responsibilities (9:00am-5:30pm)
Greet patients, obtain chief complaint, medical history and medications/allergies;
document these in the electronic health record or as designated by provider
Measure and accurately record the electronic health record patient vital signs such as
blood pressure, pulse, pulse oximetry, respiratory rates temperature, weight, height,
activities of daily living, balance/gait and other vitals as directed
Prepare patients and exam rooms for visits and minor procedures
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Obtains required consents, completes required forms as needed for specific visit and
procedure types
Assit providers with exams and minor procedures
Perform point of care tests, e.g., basic lab tests, EKGs, specimen collection and/or
phlebotomy, within scope, training and as directed by provider
Administer medications and immunizations as permitted by state law and as directed by
provider
Collaborate with office coordinator, surgical coordinator and billing specialist, assisting
with schedule, appointments, coordinating following ups and managing reminders or
other patient outreach
Update and maintain accurate electronic health records, ensuring documentation of tests
and results, internal and external, are captured in the electronic health record
Answer phones, route messages and assist with patient communications and outreach
Chaperones providers as required by HSA providers
Monitors expiration of medications, vaccines and other medical supplies
Assists with answering, training and routing telephone calls
Supports providers or the surgical coordinator, as applicable with pre-visit planning, labs
and other required tests for upcoming scheduled appointments, procedures and surgeries
Collaborate with the Practice Manager to maintain and manage medical supplies
inventory
Responsible for obtaining referrals and prior authorizations, and assisting provider with
medication refills and other outstanding items, as directed by provider(s)
Support value-based care and provide assistance to HSA leadership, providers and
patients with patient adherence to quality measures, including conducting patient and
insurance outreach, scheduling patient appointments, following up on patient's receipt of
services outside the practice location that satisfy a quality measure and otherwise
working in collaboration with the providers in addressing the list of patients due for
services, screenings or other actions that support quality measures Ensure required
records are received begore visits and ensures consultation and other notes are shared
with referral sources and primary care providers after each visit, as applicable
Must be able to work collaboratively with providers and under their guidance
Provides a high level of customer service to all new and existing patients of the practice
Adheres to FPG and/or HSA policies, procedures and protocols
Adheres to OSHA (Occupational Safety and Health Administration), CMS (Centers for
Medicaid and Medicare Services), HIPAA (Healthcare Insurance Portability and
Accountability Act), OIG (Office of Inspector General, United States), FWA (Fraud,
Waste and Abuse) and FPG/HSA Compliance Program requirements, state Medicaid and
other regulations, as applicable.
Performs other duties as requested
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Qualifications & Skills
Strong customer service and communication skills, with the ability to work
collaboratively with clinical and nonclinical staff
Bilingual English/Spanish preferred
Microsoft 365 Office Suite, including, at a minimum, proficient experience in using
Office, Word, Excel, and Outlook
Basic proficiency or ability to quickly learn and use electronic health records, practice
management and scheduling systems, eligibility and insurance verification platforms
Knowledge of medical terminology insurance basics and specialty office workflows
Ability to organize, multi-task and problem solve, including ability to manage multiple
patients and exam rooms, with attention to detail, in a fast-paced environment
Education & Experience
High school diploma or equivalent required
Education from medical assistant program or equivalent preferred
Minimum of 3-5 years prior medical assistance experience strongly preferred
Other
Requires frequent standing, room turnover and handling of equipment and supplies while
maintaining safety and infusion control standards
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