Surgical Coordinator and Scheduler - Armenian Speaking Virtual Assistant

About the Role

We are seeking a detail-oriented and empathetic Surgical Coordinator & Patient Scheduler to manage our end-to-end patient scheduling and surgical care workflows. In this position, you will serve as the primary bridge between our patients, surgical teams, and facilities—ensuring seamless care coordination from initial consultation through post-operative recovery.

This role requires strong communication skills, outstanding organizational ability, and a thorough understanding of pre-op and post-op protocols to ensure all clinical requirements, documentation, and authorizations are fully in place prior to every procedure.

Key Responsibilities

1. Patient Scheduling & Appointment Management

• Schedule and maintain patient appointments for consultations, follow-up visits, and pre-operative evaluations.
• Coordinate surgical procedures, securing operating room time and aligning provider, facility, and patient schedules.
• Manage scheduling systems in real time to ensure optimal clinical flow and minimize gaps or double-bookings.

2. Surgical & Care Coordination

• Facilitate complete pre-operative and post-operative care coordination across all participating care providers and facilities.
• Ensure all required medical clearances, diagnostic test results, and prior authorizations are secured well in advance of scheduled surgery dates.
• Review and verify patient records to confirm all clinical, legal, and insurance documentation is complete.

3. Patient Communication & Education

• Serve as the primary point of contact for patients preparing for or recovering from surgical procedures.
• Clearly explain pre-operative requirements (e.g., fasting guidelines, medication holds) and post-operative care plans to patients and family members.
• Address patient inquiries promptly, offering compassionate support and escalating clinical concerns to providers when necessary.

4. Administrative & EMR Support

• Maintain up-to-date, accurate patient records within the Electronic Medical Record (EMR) system.
• Track procedure status, follow-up timelines, and post-op milestone check-ins.
• Communicate regularly with surgical teams and clinic providers regarding schedule updates or clinical preparation needs.

Qualifications & Requirements

• Experience: Prior experience in surgical coordination, medical scheduling, or clinical care navigation.
• Clinical Understanding: Solid grasp of surgical scheduling workflows, pre-op clearance requirements, prior authorization processes, and post-op instructions.
• Communication Skills: Exceptional verbal and written English skills with a warm, professional bedside manner over the phone.
• Technical Proficiency: Comfortable navigating Electronic Medical Record (EMR) software, digital scheduling tools, and cloud communications.
• Attention to Detail: Highly organized with an ability to manage multiple surgical timelines and strict documentation deadlines without error.