Executive Assistant / Surgical Scheduler

Surgical Scheduling & Patient Coordination

• Schedule surgical procedures using Athena and Surgimate, including booking slips and coordinating required medical clearances.
• Confirm surgeries and related appointments across Athena, Surgimate, and Google Calendar while resolving scheduling conflicts.
• Generate and mail surgical confirmation letters and patient materials.
• Cookordinate operating room equipment with vendor representatives.
• Schedule interpreters when needed.
• Gather pre-operative medical and cardiac clearances and assist with pre-operative orders.
• Prepare weekly operating room schedules, including imaging requirements and provider surgery notes.
• Cookordinate PRP injections, PICC lines, same-day cortisone injections, and duplex ultrasounds with 2PP Radiology.

Executive & Administrative Support

• Manage complex physician calendars, including clinic schedules, operating room time, meetings, conferences, vacation, CME events, and on-call schedules.
• Answer multi-line phone calls professionally, screen calls, and accurately route messages.
• Allocate patient records within Athena.
• Track disability paperwork and monitor Athena order-tracking dashboards for outstanding laboratory and imaging results.
• Provide executive support including conference registrations, travel arrangements, CME/MOC tracking, and handling professional correspondence.
• Cookordinate physician assistant schedules, time off requests, and surgical call coverage.
• Provide backup support for other administrative assistants as needed.

Qualifications

• High School Diploma or equivalent.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple tasks while working independently.
• Proficiency with computers and electronic medical record systems.
• Ability to maintain confidentiality and professionalism at all times.
• Ability to build positive working relationships with providers, coworkers, patients, and third-party payers.

Preferred Qualifications

• Previous administrative assistant or surgical scheduling experience in a medical practice.
• Experience with Athena, Surgimate, or similar electronic medical record and scheduling systems.