Administrative Coordinator - Orthopaedics Department

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Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.

JOB LOCATION

DHIP Administrative Offices RTP - 4825 Creekstone Dr

JOB SUMMARY

We are seeking an Administrative Coordinator to oversee surgical scheduling across its highvolume, multisite academic environment. This role is essential to ensuring accurate and timely case scheduling, coordinating complex multiservice workflows, and maintaining compliance with institutional and payer policies.

In this position, you will oversee a team of surgery schedulers across our Orthopaedic sub-specialties. Overall position success is dependent upon effectively managing direct reports and complex patient scheduling issues in pursuit of the overarching goal of fully utilized surgical schedules.

JOB DUTIES AND RESPONSIBILITIES

Leadership and Governance

• Lead a team of surgical schedulers across all orthopaedic subspecialties and sites
• Establish and enforce scheduling policies, SOPs, and escalation pathways
• Serve as the primary escalation point for surgeons, clinics, and patients

Process Standardization & Quality

• Build and maintain standardized scheduling workflows, inclusive of preop clearance, imaging, labs, and anesthesia requirements
• Implement standardized checklists and verification steps to ensure readiness
• Create consistent protocols for urgent/emergent or short-notice cases
• Ensure alignment across all divisions to reduce variability and improve reliability

Resource Management & Capacity Planning

• Partner with leadership to optimize OR capacity, block utilization, and case placement
• Manage cancellation, rescheduling, and slippage workflows
• Oversee onboarding, annual competencies, and a comprehensive training atlas
• Ensure robust crosstraining across subspecialties

Data, Reporting, & Performance Management

• Maintain dashboards for:
  
  
  
  • OR utilization
  • Cancellation/noshow rates
  • Preop clearance and authorization turnaround times
  • Scheduling backlog by subspecialty
  • Patient access SLA adherence
  
  
  
  
• Provide weekly/monthly reports with trend analysis and recommendations

Compliance & Risk Management

• Ensure compliance with institutional policies, payer authorization requirements, and HIPAA
• Verify surgeon privileges, credentials, and facility-specific rules
• Maintain accuracy of patient data, CPT/ICD coding, and documentation processes

Stakeholder Engagement & Communication

• Facilitate regular communication loops with surgeons, clinic leadership, and perioperative services
• Set transparent expectations with patients and clinic teams regarding scheduling, readiness, and timelines
• Support issue resolution with a structured, consistent approach

JOB ELIGIBILITY REQUIREMENTS

• Work requires an educational background normally obtained through a Bachelor's degree in a business-related field.
• Work requires 2-3 years of business and/or administrative experience, medical terminology, and direct exposure to clinic activities to acquire knowledge of clinical practices, scheduling, patient scheduling systems, patient types, and operational flow.
• A Master's degree in a business related field may be substituted for 2 years of experience.
• AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE IS ACCEPTABLE.
• Ability to clearly express expectations, goals, and timelines along with appropriate analysis, coordination, and monitoring of progress.
• Consistently displays accuracy and attention to detail.
• Excellent verbal and written communication skills, organizational skills, management of own time, and respect for the time of others.
• Identifies and analyzes significant problems and opportunities; relates and compares data from different sources.
• Excellent planning and scheduling skills with the ability to be flexible and graceful in the face of change.
• Demonstrated ability to effectively control and participate in multiple projects of varying priorities in a consistently professional manner.
• Ability to establish and maintain respectful and effective relationships with faculty, management, co-workers, and customers.
• Ability to work effectively with a range of responsible parties throughout the Department, either as a project leader or as a team member, to advance projects to timely and successful completion.
• Demonstrated ability to analyze problems from multiple points of view, to lead consensus building within groups with differing views, and to translate consensus into planned action.
• Ability to act on own initiative to further Department/Division goals.
• Successfully uses multiple software programs independently; software includes Microsoft Office applications and Epic Maestro Care.

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.