Executive Assistant / Surgical Scheduler

Executive Assistant & Surgical Scheduler

Why Work Here?

Join a fast-paced, collaborative orthopedic practice where your work truly makes a difference. We offer a supportive team environment, outstanding benefits, opportunities for growth, and the chance to help deliver exceptional patient care every day.

Position Summary

We are seeking a highly organized and detail-oriented Executive Assistant & Surgical Scheduler to provide administrative, executive, and surgical scheduling support to a busy orthopedic surgeon. This role is essential to ensuring seamless provider operations by coordinating surgeries, managing complex calendars, supporting patient care, and maintaining efficient communication across multiple departments.

The ideal candidate thrives in a fast-paced healthcare environment, excels at multitasking, and is committed to providing outstanding service to both patients and providers.

Key Responsibilities

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.
• Coordinate 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.
• Coordinate 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.
• Coordinate physician assistant schedules, time off requests, and surgical call coverage.
• Provide backup support for other administrative assistants as needed.
• Perform other related duties as assigned.

Qualifications

Required

• 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

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

Working Conditions

• Frequent interaction with patients, providers, staff, and outside organizations.
• Fast-paced environment with changing priorities and frequent interruptions.
• Regular periods of sustained concentration and attention to detail.
• Ability to remain seated for extended periods while using a computer.
• Ability to use hands and fingers for typing and standard office equipment.
• Ability to lift up to 15 pounds.
• Occasional exposure to bodily fluids.

Why You'll Love Working With Us

• Competitive compensation
• Excellent health, dental, and vision benefits
• Generous paid time off and holidays
• 401(k) with employer contribution
• Supportive and collaborative team culture
• Stable, growing orthopedic practice
• Opportunity to make a meaningful impact on patient care every day

Conditions of Employment: Successful candidates must successfully complete reference and background checks as applicable to the position.