Title: Surgery Coordinator
FSLA: Non-Exempt
Reports To: Patient Services Supervisor
Mission: To Provide the residents of our communities the highest quality, state-of-the-art and comprehensive Orthopaedic care.

Main Function:As a member of the care team, the Surgery Coordinator is responsible for working collaboratively with other team members to assure the safe, timely and accurate delivery of patient care.  Surgery Coordinator corresponds with patients in person, over the phone, or electronically to schedule surgery and surgical related appointments as needed.  Maintains all patient confidentiality and HIPAA rules and regulations.  Supports Tucson Orthopaedic Institute’s mission, values, vision, goals and objectives.

Customer Service: 

  • Operate within the concept of patient focused care
  • Anticipate patient needs
  • Deliver caring timely service with positive body language
  • Responds promptly to patient needs and requests
  • Greet patients at every stage of the visit
  • Responds promptly to Physician and team member requests and inquiries
  • Participates as an active, positive member of the TOI team

Duties and Responsibilities:

  • Greets and registers patients in a prompt, pleasant, and helpful manner.
  • Verifies necessary information and records in the medical record as required
  • Coordinates surgical assists, proper equipment, ensures proper anesthesia for all surgeries
  • Assist in timely scheduling, arranging, and answering all patient and provider questions regarding surgical appointments, including pre-operative/post-operative appointments, outside medical labs, diagnostic test, medical clearances etc
  • Communicates with hospitals, surgery centers, insurance companies, and all other patient related facilities as required by the assigned provider
  • Obtains proper authorization for surgical procedures, which includes extensive knowledge of ICD-9 and CPT coding as needed
  • Submits all hospital charges to the business office in a timely manner, including obtaining medical records from outside facilities and creating patient accounts as required to complete the task
  • Following all data entry protocols such as, researching accounts, entering/updating demographics, obtaining correct insurance information
  • Accurately establishes and maintains physicians’ outside clinics and in-patients at all hospital facilities
  • Consistently maintains EMR work lists, task lists, and related call processing messages
  • Maintains and updates all information on physician’s calendars (including physician time off), daily schedules, system templates and communicating this information to the appropriate staff.
  • Assists with preparations of agendas, materials, meetings, etc as requested by the provider
  • Translates for physicians if bilingual
  • Performs related work as required


  • High school diploma or equivalent
  • One year of work experience in a medical setting
  • Knowledge of medical terminology and ICD-9 and CPT coding
  • Word processing and computer experience

Mental/Physical Requirements:

  • Ability to work well under pressure with diverse groups of professionals and physicians
  • Ability to communicate written and oral ideas and plan effectively
  • Requires good communication and organizational skills
  • Requires reasoning ability and good independent judgment
  • Must be sensitive to cultural and bilingual issues
  • Requires working under stressful conditions and irregular hours
  • Requires working with frequent interruptions
  • Requires tolerance of standing or sitting posture up to (4 hours) continuously, for a total of up to (10 hours) per (12 hours)
  • The Surgery Coordinator requires (near/far) vision to read patient charts, x-rays, and computer screen; all are in English
  • The Surgery Coordinator is required to operate computer keyboard, mouse, and monitor for a total of up to (8 hours) per (12 hours)

Working Conditions: Risk of occupational exposure to blood and other potentially infectious materials (OPIM). Possible risk of physical injury due to moving machinery and supplies.  This is a safety sensitive position.

All positions with Tucson Orthopaedic Institute are to demonstrate due care in the use and communication of patients’ protected health information.  It is every employee’s principal job function to ensure patient confidentiality and failure to maintain confidentiality may, and will, result in sanction and/or discharge.