Surgical Practice Coordinator-Otolaryngology ENT

Nemours Children's Health is seeking a Surgical Practice Coordinator for Otolaryngology (ENT) at our Wilmington, DE location.

About the Role

Facilitate access to surgical care by scheduling surgical cases for assigned surgeons at both Nemours and non-Nemours facilities. Maximize utilization of OR block time, manage the surgical depot to ensure case inventory is at or below established metrics, and optimize divisional templates for patient access, provider effectiveness, and efficient clinic flow. Provide daily administrative support to assigned clinical team members, including the Division Chief, and assist in coordinating enterprise, departmental, and divisional projects that advance the clinical, educational, and research missions of the Department of Surgery.

Responsibilities

• Optimize divisional OR block time utilization by managing the EPIC OpTime (OR) depot daily.
• Facilitate the scheduling of surgical procedures at Nemours/A.I. duPont Hospital for Children, Nemours Ambulatory Surgical Centers, and partner hospitals promptly and accurately.
• Schedule surgeries to balance excellent patient care with maximum OR block time utilization, considering case length, clinical acuity, physician/family availability, and OR availability.
• Make outbound calls to patient families to schedule surgical procedures, communicating all relevant information, including family financial responsibility, while applying Nemours Standards of Behavior.
• Update the OpTime surgical case with required information per standard work and manage the surgical depot to maintain case inventory at or below established metrics.
• Enter case information on surgeons’ Outlook calendars and utilize Qlik reports to enhance surgical depot management.
• Provide daily oversight of divisional clinical schedules and EPIC templates, collaborating with leadership and providers to develop, build, modify, and maintain templates across all service sites.
• Manage provider schedules in EPIC, including setting single-day edits, unavailable times, hold times, and clinic cancellations.
• Assess template effectiveness using EPIC and Qlik reporting tools, focusing on patient access, provider productivity, and care center efficiency, and process revisions as needed.
• Complete EPIC Revenue Cycle training and maintain proficiency in registration and scheduling; schedule outpatient and telehealth appointments as needed.
• Collaborate with the Access Center to communicate appointment changes/cancellations to patient families.
• Handle telephone calls from internal and external customers (patients, referring physicians, insurance companies, etc.) with courtesy, triaging urgent/non-urgent calls appropriately to ensure service excellence.
• Provide administrative support to divisional leaders and clinical providers, including:
  • Daily management of administrative and clinical schedules.
  • Coordination of meetings with internal and external participants.
  • Ensuring alignment between Outlook and Epic schedules.
  • Timely completion of hospital reappointment applications.
  • Maintaining accurate records of continuing medical education (CME) activity.
  • Updating and maintaining provider curriculum vitae (CVs) on an ongoing basis.
  • Collaborating with the Department’s Faculty Liaison to compile and maintain required documents, including Jefferson-formatted CVs, for faculty appointments/promotions.
• Proactively identify problems and opportunities related to divisional operations, addressing or referring them appropriately.

Requirements

• High School Diploma required; Associate’s or Bachelor’s degree preferred, or equivalent years of experience in a healthcare or surgical specialty setting.
• 1-3 years of job-related experience required.
• Must complete the full Strategy End User badge curriculum and pass the associated proctored exam prior to assuming the position; ability to independently apply this knowledge is required.

About Us

Nemours Children's Health is an internationally recognized pediatric health system serving over 1.7 million patient encounters annually. We deliver care across six states through two freestanding children’s hospitals—Nemours Children's Hospital, Delaware, and Nemours Children's Hospital, Florida—along with a network of over 80 primary, urgent, and specialty care practices and more than 40 hospital partnerships. Backed by the Nemours Foundation and Alfred I. duPont Trust, our $1.7B nonprofit system is dedicated to improving children's health through clinical care, research, education, advocacy, and prevention. Our Whole Child Health approach focuses equally on prevention and treatment, partnering with communities to help every child thrive. Inclusion and belonging guide our strategy and growth, ensuring culturally relevant care, reducing health disparities, and fostering an environment where every associate, patient, and family feels supported and valued.