Job Description

Employment Type:

Full time

Shift:

POSITION PURPOSE:

Leads the Centralized Perioperative function, overseeing Level 1 (Surgical Scheduler/Coordinator) and Lead (Level 2) roles responsible for coordinating surgeries, pre-operative testing, clearances, documentation, and patient education for multiple specialties and facilities, including the Main Operating Room, Ambulatory Surgery Centers, and additional procedural locations. Has the ability to coordinate surgical scheduling across multiple specialties and departments at Holy-Cross health including, but not limited to orthopedic specialties, spine, neuro, general surgery, urology, OB/GYN, Cardiovascular related surgeries and procedures and additional specialties as assigned. The Manager partners closely with the Central Authorization Department, Perioperative Leadership, Rapid Response Clinic, surgeons, providers, and administrative leaders to ensure standardization, regulatory compliance, and high-quality case completion. Establishes and sustains a two‑tier ladder (Level 1 → Lead Level 2) with clear scope and KPI expectations.

This position requires strong leadership, clinical-operations knowledge, and continuous process improvement, contributing to HCMG’s mission, financial goals, and patient experience initiatives. The Manager is responsible for the leadership, operational oversight, and strategic coordination of all perioperative scheduling and pre-operative readiness functions across the Holy Cross Medical Group (HCMG). This role ensures a patient-centered, clinically aligned, and highly efficient scheduling process for all surgical and procedural specialties, supporting safe patient care, optimal operating room utilization, and strong provider satisfaction.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of perioperative workflows, pre-op processes, and surgical scheduling. Strong leadership, organizational, and interpersonal communication skills. Ability to analyze data, workflows, and KPIs. Proficiency with EMRs, scheduling systems, and workflow software. Demonstrated ability to lead teams through change.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Department Leadership & Daily Operations

Provides leadership and daily operational management of the Centralized Perioperative Department, ensuring consistent, high-quality scheduling and coordination services across all specialties. Establishes department workflows, staffing models, policies, and performance expectations. Ensures compliance with Trinity Health and Holy Cross policies, including personnel, payroll, scheduling, and budget practices. Manages day-to-day workflow, workload balancing, and staffing coverage for all Surgical Coordinators. Develops and maintains clinical-operations protocols for case scheduling, documentation, testing, patient preparation, and communication. Promotes a positive, collaborative workplace environment that reflects the mission, values, and culture of Holy Cross.

Perioperative Coordination & Clinical Readiness Oversight

Oversees the surgical and pre-operative scheduling process across all HCMG surgical and procedural specialties. Ensures accurate and complete case entry, including CPT/ICD-10 coding, anesthesia needs, imaging requirements, and equipment needs. Ensures timely completion of pre-operative testing, labs, imaging, specialty consults, and ASA-based clearance processes. Designs and monitors workflows for reviewing out-of-range labs, follow-ups, and escalations. Oversees patient instruction standards, including medication guidance, fasting rules, and post-operative expectations. Partners with Rapid Response Clinic, labs, imaging, and ancillary departments to ensure timely coordination. Ensure consistent, accurate documentation in the EMR, including patient communications, clearance updates, and case changes.

Quality, Safety, Compliance & Performance Improvement

Establishes and tracks key performance indicators (KPIs) for the department, including readiness compliance, case accuracy, avoidable cancellations, and block utilization. Ensures adherence to safety, quality, and regulatory standards related to perioperative processes. Leads continuous improvement initiatives using Lean/Six Sigma principles to optimize efficiency and reduce errors. Identifies high-risk or complex scheduling patterns and implements mitigation strategies. Ensures compliance with HIPAA, OSHA, TJC, CMS, Trinity Health Integrity & Compliance Program, and other applicable regulations.

Financial & Operational Management

Assists in development and management of the department’s operational budget, staffing ratios, and resource allocation. Collaborate with the Central Authorization Department to minimize financial risk related to incomplete or delayed clearances and authorizations. Monitors OR and ASC block utilization, late cancellations, and related financial impacts; partners with leadership to improve metrics. Supports growth initiatives tied to surgical volume, access, and operational efficiency. Maintains strong relationships with surgeons, advanced practice providers, anesthesia teams, clinical leaders, and office managers. Serves as the primary escalation point for providers regarding scheduling, readiness, documentation, or workflow issues. Communicates updates, changes, delays, and process improvements effectively across all service lines. Collaborate with Perioperative Leadership, Central Authorizations, Pre-Op, OR, ASC leaders, and ancillary teams to ensure seamless coordination.

Staff Management & Leadership

Recruits, hires, trains, mentors, evaluates, and manages Surgical Coordinators. Conducts performance evaluations, coaching, corrective actions, and professional development planning. Ensure schedules, PTO, call-outs, and staffing changes are managed efficiently to avoid gaps in coverage across all services. Supports a culture of accountability, engagement, and continuous improvement. Oversees staff competency development in clinical terminology, perioperative workflows, and EMR use.

KEY PERFORMANCE INDICATORS (KPIs)

Surgical readiness compliance (≥ 90% cleared 5 days prior) First-attempt case accuracy rate (≥ 98%) Reduction in preventable day-of-surgery cancellations EMR documentation compliance (≥ 98%) Block utilization improvement Coordinator productivity and cross-training completion

EDUCATION, EXPERIENCE & CERTIFICATIONS

Bachelor’s degree preferred, associate degree or equivalent experience acceptable. Minimum 3–5 years healthcare experience, notably in surgery scheduling; 1-2 years leadership experience. Experience in perioperative workflows or surgical coordination strongly preferred. Clinical background preferred. - Clinical knowledge sufficient to supervise Level 2 clinical‑preference scope; MA/LPN background strongly preferred.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.