Surgical Scheduling Coordinator

Job Title: Surgical Scheduling CoordinatorJob Description

The Surgical Scheduling Coordinator plays a key role in organizing and coordinating clinic visits and surgical procedures for pediatric patients. This position ensures that all aspects of scheduling, insurance verification, authorizations, and documentation are completed accurately and efficiently to provide a seamless experience for patients, families, and clinical teams in a fast-paced healthcare environment.

Responsibilities

• Coordinate clinic visits and surgical procedures for pediatric patients, ensuring all necessary appointments and services are scheduled in a timely manner.
• Schedule procedures for hospital operating rooms, ambulatory surgery centers, and affiliated hospitals or surgery centers, following established protocols and guidelines.
• Obtain physician and facility pre-certifications and prior authorizations required for surgical procedures and related services.
• Verify insurance eligibility, benefits, referrals, copays, deductibles, and required documentation prior to scheduled procedures.
• Coordinate appointments, diagnostic testing, anesthesia consultations, and surgical services to create a seamless and well-organized patient experience.
• Maintain accurate and up-to-date patient registration, demographic information, insurance details, and guardianship documentation in the appropriate systems.
• Communicate clearly and professionally with parents, guardians, physicians, and internal departments regarding scheduling, authorizations, and procedural requirements.
• Coordinate vendor services and specialized equipment needed for surgical procedures, ensuring availability and readiness on the day of surgery.
• Monitor case readiness and confirm that all required documentation, authorizations, and records are complete before surgery.
• Support a collaborative team environment by working closely with multidisciplinary teams and delivering exceptional customer service to patients and families.
• Utilize electronic medical record (EMR) scheduling systems and Microsoft Office applications to manage schedules, documentation, and communication efficiently.
• Maintain strong attention to detail and accuracy in all documentation, scheduling activities, and insurance-related processes.
• Manage multiple priorities and deadlines effectively while coordinating multiple providers, appointments, and procedures in a fast-paced clinical setting.

Essential Skills

• Minimum of 3 years of progressive experience in patient registration, medical scheduling, insurance verification, or surgical scheduling within a healthcare setting.
• Surgical scheduling experience in a clinical or hospital environment.
• Experience with insurance authorization, pre-certification, and eligibility verification processes.
• Experience coordinating multiple providers, appointments, and procedures in a fast-paced clinical environment.
• Proficiency with an EMR scheduling system or similar electronic medical record platform.
• Proficient knowledge of medical insurance verification procedures.
• Knowledge of medical terminology relevant to surgical and clinical services.
• Working knowledge of healthcare insurance, referrals, pre-certifications, authorizations, and billing processes.
• Proficiency with Microsoft Office applications, including tools used for documentation and communication.
• Strong organizational and multitasking skills to handle multiple cases and deadlines.
• Excellent verbal and written communication skills, with the ability to convey information clearly and professionally.
• Strong interpersonal and customer service skills for effective interaction with patients, families, physicians, and multidisciplinary teams.
• High level of attention to detail and commitment to documentation accuracy.
• High School Diploma required.

Additional Skills & Qualifications

• Demonstrated ability to work effectively with patients, families, physicians, and multidisciplinary clinical teams.
• Ability to provide compassionate and responsive customer service in a pediatric healthcare environment.
• Ability to adapt to changing priorities and maintain composure in a fast-paced setting.
• Comfort working with technology and learning new systems related to scheduling and patient management.
• Interest in long-term opportunities, with potential for permanent hire based on business need, performance, attendance, and the availability of a permanent position.

Work Environment

This position operates in a fast-paced pediatric healthcare environment that requires frequent coordination with clinical staff, administrative teams, patients, and families. The role is primarily office-based, using EMR scheduling systems, insurance verification tools, and Microsoft Office applications throughout the day. Standard hours are Monday through Friday, 7:00 AM to 3:30 PM, supporting daytime clinical and surgical operations. The environment emphasizes collaboration, accuracy, and excellent customer service, with a focus on providing a smooth and supportive experience for children and their families.

Job Type & Location

This is a Contract position based out of Washington, DC.

Pay and Benefits

The pay range for this position is $20.00 - $22.50/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Washington,DC.

Application Deadline

This position is anticipated to close on Aug 21, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.