Front Desk Coordinator at Apex Spine and Neurosurgery LLC – Suwanee, Georgia

Position Summary:
The Front Desk Coordinator for the Spine Ambulatory Surgery Center serves as the primary point of contact for patients, spine surgeons, device representatives, and vendors. This role is responsible for managing front office operations, coordinating complex spine case scheduling, communicating with implant representatives and neuromonitoring vendors, and ensuring seamless daily surgical workflow. The ideal candidate is highly organized, detail-oriented, and experienced in surgical scheduling within a spine or orthopedic setting.

Key Responsibilities:

Patient & Front Office Responsibilities
- Greet and check in spine surgery patients in a professional and compassionate manner
- Verify patient demographics, insurance information, workers’ compensation details, and authorizations
- Collect co-pays and outstanding balances
- Ensure all required pre-operative documentation, imaging, and medical clearances are received
- Maintain HIPAA compliance and patient confidentiality

Phone & Communication Management
- Answer and route incoming calls from patients, surgeons’ offices, hospitals, and vendors
- Respond to patient inquiries regarding spine procedures, surgery preparation, and scheduling
- Coordinate communication between surgeons, anesthesia providers, neuromonitoring teams, and clinical staff
- Manage voicemail messages and ensure timely follow-up

Spine Case Scheduling
- Schedule spine procedures including decompressions, discectomies, fusions, hardware removals, and pain management cases
- Coordinate procedure times with surgeons and anesthesia providers
- Confirm CPT and ICD-10 codes and verify insurance authorization and pre-certification
- Ensure imaging, labs, medical clearance, and pre-op testing are completed prior to surgery
- Maintain and update the daily surgical schedule
- Communicate schedule changes promptly to all involved parties

Implant & Vendor Coordination
- Contact spine implant representatives to confirm case coverage and instrumentation needs
- Coordinate delivery and availability of implants, trays, biologics, and specialty equipment
- Ensure all device reps are credentialed and compliant with facility requirements
- Coordinate neuromonitoring services when required
- Maintain updated vendor and representative contact lists

Administrative Support
- Enter and maintain accurate case information in EMR and scheduling systems
- Scan and upload patient documents, operative consents, and authorizations
- Prepare and distribute daily surgery schedules
- Assist billing department with case documentation and authorization follow-up
- Track workers’ compensation and lien cases when applicable

Work Schedule & Expectations:

- Full-time position; typical hours are Monday through Friday based on surgical schedule
- Must be available for early morning start times to support first-case starts
- Flexibility required to accommodate schedule changes, add-on cases, or occasional extended hours as needed

Qualifications:

- High school diploma or equivalent required
- 1–3 years of experience in ASC, spine, orthopedic, or surgical office setting preferred
- Experience with spine case scheduling strongly preferred
- Familiarity with workers’ compensation and complex authorizations a plus
- Strong understanding of spine procedures and medical terminology
- Excellent organizational and multitasking skills
- Professional communication skills
- Proficiency in EMR and practice management software