Job Description

About NOMS Healthcare:

NOMS Healthcare provides a different approach to healthcare for the communities we serve. We are physician owned and led, where patient care is the top of mind for all team members. Our goal is to continually expand our scope and depth of services to meet the ever-changing needs of our patients.

NOMS is also deeply committed to improving the health and well-being of our communities. We actively engage in initiatives that enhance access to patient care, promote wellness, and strengthen the overall health of those we serve. Our practices are recognized for exceeding patient expectations and setting the standard for excellence.

At the heart of our culture are the values that guide everything we do. Trust. Teamwork. Patient-Centered Care. Community Focused. High Quality. These principals are more than words on a page – they shape how we serve, collaborate and grow together.

The Challenge (Job Summary)

As the Surgery & Referral Coordinator, you will play a key role in supporting both surgical scheduling and referral coordination across the practice. You will manage insurance inquiries, obtain prior authorizations, schedule surgeries and procedures, coordinate specialty referrals, and guide patients through clinical and financial preoperative requirements. You will also assist with new‑hire clinical training and provide shift coverage as needed.

You’ll get to:

• Coordinate surgeries and procedures across clinics, ambulatory centers, and hospitals.
• Manage referrals and diagnostic testing including doc‑to‑doc scheduling.
• Handle insurance inquiries including DME, specialty items, and benefit verification.
• Obtain prior authorizations for imaging, procedures, sleep studies, and psychological services.
• Guide patients through preoperative requirements.
• Support clinical workflows including training and coverage.
• Maintain organized patient records and ensure confidentiality.
• Grow professionally through continued skill development.

Key Responsibilities & Essential Functions:

• Coordinates and schedules surgeries, procedures, and follow‑up appointments according to established policies and physician direction.
• Interacts with patients, physicians, and staff to provide accurate, timely, and responsive information.
• Coordinates processes and timing to meet physician and facility requirements.
• Arranges surgical assistants, special equipment, and surgical materials.
• Schedules diagnostic therapy and other treatments as requested.
• Obtains insurance authorization for surgery and verifies network status for specialists and facilities.
• Provides patients with preoperative information sheets and explains surgical and financial requirements.
• Submits clinical and financial information to facilities and ensures proper medical record release.
• Obtains doc‑to‑doc referrals and schedules specialty appointments and diagnostic testing within required timeframes.
• Obtains prior authorizations for high‑tech imaging, surgical procedures, sleep studies, and psychological services; documents representative names and reference numbers.
• Obtains detailed benefit coverage for psychological services, dietary services, surgical procedures, maternity, injections, and sleep studies.
• Generates diagnostic orders and faxes them to appropriate facilities.
• Notifies patients of scheduled appointments.
• Answers and screens telephone calls courteously; records messages for physicians and staff.
• Obtains accurate patient information and ensures registration forms are complete.
• Collects patient pre‑payments daily as directed.
• Provides information to patients regarding unpaid balances prior to procedures or surgery.
• Files records in appropriate sections of patient charts and maintains chart order.
• Reviews financial and clinical paperwork to ensure completion before scheduled procedures.
• Maintains files and patient records confidentially.
• Performs other related duties as assigned, including medical receptionist and checkout duties.

What you need to succeed:

• Knowledge of clinic policies and procedures.
• Knowledge of patient account policies.
• Knowledge of medical terminology and insurance practices.
• Strong grammar and documentation skills.
• Basic arithmetic proficiency.
• Knowledge of CPT and ICD coding.
• Skill in gathering and interpreting insurance information.
• Skill in troubleshooting insurance issues.
• Ability to type 45 WPM and use Microsoft Excel, email, Internet, and PowerPoint.
• Ability to work effectively as part of a clinical team.
• Ability to interpret insurance benefits.
• Flexibility in responding to changing demands.
• Clear communication skills.
• Ability to work with minimal supervision.
• Ability to maintain effective relationships with patients, staff, and the public.

Education & Work Experience:

• High School Diploma required.
• Minimum of two years of administrative assistant or surgery scheduling experience in a medical office, including insurance preauthorization and patient collections.

What We Offer You:

A Wonderful Environment: This position is based in Sandusky, Ohio, where you’ll be part of a supportive team of positive, collaborative colleagues.

Work-Life Balance We recognize that exceptional care begins with a healthy, supported team. NOMS promotes a culture of balance that values time for family, wellness, and personal growth.

Benefits: NOMS offers a comprehensive benefit package including medical, dental, vision, life insurance, and a variety of a la carte options. NOMS also has a focus on employee health, offering an impressive wellness incentive program.

Competitive Pay: We’re proud to offer pay rates that reflect the skill, dedication and impact of our team members. Our Human Resources team conducts annual wage reviews to ensure NOMS remains aligned with market standards and continues to attract and retain top talent.

Career Growth & Development Opportunities: We value promoting from within and have leadership and development training program for individuals who want to move up. We are proud to have managers who started as medical receptionists and have worked their way up.

Working Conditions & Physical Demands: The work environment is well-lit, well-ventilated, and designed for comfort and efficiency. This position requires sitting for extended periods, as well as occasional stooping, bending, or reaching. The ideal candidate must be able to view computer screens for long durations and work effectively in a fast-paced, collaborative office setting.

NOMS Healthcare is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. All employment decisions are based on qualifications, merit, and business needs.