[Hiring] Medical Administrative & Surgical Patient Coordinator @HireHawk

Role Description

As a Medical Administrative & Surgical Patient Coordinator, you will own the administrative coordination that happens after a patient begins moving through the surgical process. You will make sure required clearances, testing, records, appointments, documentation, and pre-operative steps are completed so patients stay on track for surgery.

This is an operations-focused healthcare role, not a sales position and not a remote clinical position. You will work directly with patients, medical offices, imaging centers, laboratories, hospitals, and other healthcare providers while knowing when a question or concern needs to be escalated to clinical staff. You will receive training on the practice's specific workflows and gradually take ownership of a critical part of the patient journey.

Responsibilities

• Own and track the pre-operative process for multiple surgical patients from booking through readiness for surgery.
• Keep each patient's pre-operative checklist current, identifying missing clearances, tests, records, documentation, and other requirements before they become delays.
• Coordinate required appointments and testing, including imaging, medical clearances, laboratory work, and other pre-operative requirements.
• Contact hospitals, imaging centers, laboratories, physicians' offices, and other healthcare facilities to obtain outstanding information and keep cases moving.
• Follow up persistently with outside providers when testing, records, or clearances are delayed, advocating for patients while maintaining professional communication.
• Conduct or support standardized pre-operative patient calls and clearly walk patients through established non-clinical instructions and next steps.
• Maintain accurate documentation of patient conversations, completed requirements, pending items, and case status within the appropriate systems.
• Communicate surgical readiness, outstanding requirements, and potential delays clearly to the broader practice team.
• Recognize clinical questions, unusual circumstances, or concerns that fall outside your administrative scope and escalate them promptly rather than providing independent medical advice.
• Provide additional medical administrative and patient-coordination support when needed to improve the efficiency of the surgical process.

Qualifications

• 3+ years of experience in medical administration, surgical coordination, patient coordination, pre-operative coordination, or closely related healthcare operations.
• Hands-on experience working in a U.S. medical practice or healthcare environment.
• Direct experience coordinating surgical or pre-operative patients, including appointments, tests, medical records, clearances, or required documentation.
• Experience using EMR, CRM, patient-management, or comparable medical-office systems.
• Confidence communicating directly with patients and contacting hospitals, imaging centers, laboratories, physicians' offices, and other healthcare providers.
• Excellent spoken and written English, with strong documentation, organization, case-tracking, and follow-through skills.
• Sound judgment regarding administrative versus clinical responsibilities, including knowing when an issue must be escalated to clinical staff.

Requirements

• Experience in plastic surgery, cosmetic surgery, aesthetics, or another high-touch private-pay medical environment.
• Medical Assistant training, nursing-related education, healthcare education, or equivalent clinical-office experience.
• Experience conducting standardized pre-operative patient calls.