Administrative Assistant/Surgical Coordinator

Job Title: Administrative Assistant / Surgical Coordinator – Trauma Division Physician: Dr. Evans Location: Dudley Street, Providence Reports to: Administrative Manager General Summary of Duties: Responsible for performing a variety of duties specific to the appropriate scheduling of surgical cases for the Physician within a fast-paced Orthopedic Trauma practice.

This position requires exceptional organizational skills, high-level clinical coordination, and advanced interpersonal skills to manage complex academic, research, clinical, and administrative responsibilities.

Essential Duties and Responsibilities

Partner directly with the Physician to manage, coordinate, and report on schedule management, patient management, and the alignment of academic, research, clinical, and administrative responsibilities in a busy practice environment. Answer and skillfully triage patient phone calls; navigate complex clinical questions from patients with empathy, understanding, and appreciation for the unique needs of an Orthopedic Trauma population.

Communicate and coordinate seamlessly with staff across a wide range of medical specialties, subspecialties, and hospital systems to ensure continuity of care. Contact insurance companies to obtain pre-authorizations and utilize advanced communication skills to navigate complex inquiries and disputes with insurance representatives.

Contact patients for scheduling, review medical histories and medications, and determine/discuss any required preoperative testing or education. Ensure accuracy of patient registration, scheduling, and that correct surgical/diagnostic codes and patient information are provided to OR booking offices. Appropriately coordinate the number and length of cases booked per OR session.

Ensure timely updating of the provider’s calendar to guarantee accurate OR schedules, office hours, on-call shifts, academic conferences, and departmental obligations. Proactively communicate calendar and schedule changes to the Physician, Administrative Manager, Site Manager, and COO. Correspond with appropriate billing staff regarding scheduled patients, deductibles, or required payments due prior to surgery.

Communicate all necessary information to patients regarding arrival times, pre-and post-op instructions, and required follow-up appointments. Function as a key player in the training and mentorship process for other University Orthopedics (UOI) employees, including call center staff, receptionists, and fellow administrative assistants.

Demonstrate the emotional intelligence needed to relate effectively to an extremely diverse patient population; exhibit tact, consideration, and active conflict resolution when working cooperatively across teams. Assist with essential office operations such as mail, filing, forms completion, and additional duties as assigned by the Manager to meet department needs.

Requirements

High school diploma or equivalent required. Proven experience working within a healthcare environment, with a strong preference for backgrounds in orthopedics, trauma, or acute care specialties. Administrative and organizational skills to coordinate patient-care activities. Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.

Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing. Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters. Knowledge of MS Office and EMR systems/Practice Management Systems.

Ability to maintain confidentiality. Attention to detail. Must be able to travel to all sites if/when necessary.