Regional Surgical Scheduling Coordinator

Oath Surgical is a successful, multi-specialty practice specializing in outpatient surgical procedures. It’s an innovative, fun, rewarding place to work with a vision and mission to provide compassionate, excellent, high quality care to patients, often at a lower cost than the hospital environment. We’re expanding and looking for people who want to join an exciting team and grow with our practice.

We are seeking a Regional Surgical Scheduling Coordinator to join our team.

Position Overview

The Regional Surgical Scheduling Coordinator is responsible for coordinating and managing surgical scheduling across a portfolio of Ambulatory Surgery Centers in the Portland, Oregon metropolitan area. This role supports two established, high-volume centers and a third de novo ASC as it ramps up operations — requiring a flexible, proactive professional who can adapt to varying environments and operational maturity levels.

This role serves as the primary scheduling liaison between surgeons' offices, clinical staff, and center leadership across all three sites. This individual demonstrates deep knowledge of insurance authorization processes, surgical scheduling workflows, CPT and ICD-10 coding, and applicable regulatory compliance requirements. A collaborative, service-oriented approach, technological proficiency and exceptional organizational skills are essential.

Key Areas of Responsibility

Regional Scheduling & Coordination

• Accurately schedules surgical procedures across all three ASC locations, adhering to each center's specific policies, OR capacity, and staffing parameters.
• Serves as the primary point of contact for surgeon offices, facilitating smooth and responsive communication across all sites.
• Prepares and distributes daily surgery schedules to supervisory and ancillary staff in a timely manner; manages add-ons, cancellations, and modifications across multiple center calendars.
• Coordinates special equipment, implants, and vendor requirements in alignment with clinical and administrative teams at each center.
• Supports the de novo ASC through its ramp-up phase, including development and refinement of scheduling workflows, templates, and block time structures.

Insurance & Authorization

• Demonstrates extensive working knowledge of insurance plans, pre-certification and pre-authorization processes, benefits verification, and patient financial responsibility determination.
• Applies accurate CPT and ICD-10 coding in support of scheduling and pre-authorization workflows.
• Acts as an insurance resource for patients, MD offices, and staff across all locations.

Clinical & Administrative Collaboration

• Collaborates with clinical and administrative staff across all sites to prepare accurate and complete patient medical records prior to procedures.
• Cross-trains to Front Desk Coordinator functions and provides coverage support as needed.
• Participates in the Center's Quality Improvement Program, including data collection, analysis, and process improvement recommendations.
• Assists in orienting new employees and educating MD office personnel to facilitate efficient scheduling operations.
• Attends staff and department meetings; maintains required certifications where applicable.

Reporting & Compliance

• Generates accurate weekly, monthly, and ad hoc statistical reports and scheduling data for Executive Director, Clinical Director, and Business Office Manager.
• Ensures all scheduling practices are compliant with applicable Oregon state and federal regulations and AAAHC accreditation standards.
• Adheres to OSHA guidelines, HIPAA requirements, and all Center policies regarding patient confidentiality and Universal Precautions.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Free parking
• Health insurance
• Paid sick time
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Surgery Scheduling: 2 years (Required)

Work Location: In person