Surgical Administrative Support Specialist 

Epic Pain Management | San Antonio, TX

Description

Surgical Administrative Support Specialist – Personal Injury (PI)

Epic Pain Management | San Antonio, TX | Full-Time | Monday–Friday, 8:00 a.m. – 5:00 p.m.

About Us

Epic Pain Management is a patient-centered interventional pain practice committed to delivering high-quality, compassionate care through comprehensive pain management and surgical services. Our team of experienced providers and healthcare professionals works collaboratively to improve the quality of life for our patients through personalized treatment plans, coordinated care, and exceptional service.

Position Overview

We are seeking an experienced, highly organized, and detail-oriented Surgical Administrative Support Specialist to join our Personal Injury (PI) Surgical Department at our San Antonio location.

This position will provide dedicated administrative and operational support to the Surgical Department, with a primary focus on chart quality control, medical documentation, billing requests, medical records processing, and coordination of surgical administrative workflows.

The ideal candidate will have previous experience in medical administration, chart review, medical records, or personal injury healthcare services. This individual must be comfortable managing multiple administrative responsibilities, maintaining accurate documentation, tracking outstanding requests, and communicating effectively with surgical providers, clinical staff, patients, and referring offices.

Why Join Epic?

At Epic, every patient interaction matters. As a Surgical Administrative Support Specialist, you'll play an important role in ensuring surgical documentation is accurate, complete, and processed in a timely manner while supporting our providers and surgical team with efficient administrative operations.

Our benefits include:

• Paid time off, paid holidays, and a 401(k) with a 4% employer match
• 80% employer-paid medical insurance for employees, with optional low-cost dental, vision, and family plans
• Pet insurance, legal insurance, identity theft protection, travel insurance, and employee discount programs
• Opportunities to grow within a fast-paced, expanding healthcare organization

What You'll Do

• Perform quality control (QC) reviews of surgical patient charts to ensure documentation is accurate, complete, and properly maintained.
• Prepare and organize patient charts before surgical consultations, evaluations, and procedures.
• Review patient records, provider orders, consultation notes, and supporting documentation to identify missing or incomplete information.
• Coordinate with surgical providers, Medical Assistants, and appropriate departments to obtain outstanding documentation and resolve chart deficiencies.
• Process, prepare, and submit billing documentation requests to the appropriate internal departments in accordance with established workflows.
• Process incoming and outgoing medical records requests, ensuring documentation is accurate and released in accordance with HIPAA requirements and company policies.
• Assist with affidavit requests, preparation, tracking, and coordination as assigned by the department.
• Maintain organized tracking systems for outstanding medical records, billing requests, affidavits, and incomplete documentation.
• Follow up on pending documentation and administrative requests to ensure timely completion and appropriate follow-through.
• Support administrative workflows before and after surgical consultations and procedures.
• Review completed surgical visits and procedures to ensure required administrative documentation is present and properly routed.
• Communicate with referring offices regarding documentation requests, medical records, and outstanding administrative needs.
• Assist with communication between surgical providers, clinical staff, PI Case Managers, patients, and referring offices to support efficient departmental operations.
• Accurately enter, update, and maintain patient information and documentation within Athena/AthenaOne.
• Organize, scan, upload, and properly file medical records and supporting documentation in the appropriate patient charts.
• Monitor assigned tasks and departmental work queues to identify outstanding items requiring follow-up.
• Escalate unresolved documentation concerns, incomplete records, or administrative delays to the appropriate department leadership.
• Ensure all administrative responsibilities are completed accurately and within established departmental timelines.
• Maintain professional communication and provide courteous, patient-centered service.
• Protect patient confidentiality and safeguard Protected Health Information (PHI) in accordance with HIPAA requirements.
• Work collaboratively with surgical providers, Medical Assistants, PI Case Managers, billing teams, medical records personnel, and other departments.
• Assist with additional surgical administrative and departmental responsibilities as operational needs arise.

Required Qualifications

• Previous experience in medical administration, medical records, chart review, healthcare documentation, or a related healthcare administrative position.
• High school diploma or equivalent required.
• Strong understanding of medical office workflows, patient documentation, and medical records processes.
• Experience reviewing patient charts, medical records, and supporting documentation for accuracy and completeness.
• Ability to identify missing documentation and coordinate with appropriate departments to obtain required information.
• Strong organizational skills with the ability to manage multiple administrative tasks and competing priorities.
• Excellent attention to detail and documentation accuracy.
• Strong verbal and written communication skills.
• Ability to communicate professionally with providers, clinical staff, patients, referring offices, and internal departments.
• Proficiency with electronic medical record (EMR) systems and general computer applications.
• Ability to maintain accurate tracking systems and follow up on outstanding requests.
• Ability to work independently, take ownership of assigned responsibilities, and meet established deadlines.
• Ability to work efficiently in a fast-paced, multi-provider healthcare environment.
• Ability to maintain confidentiality and appropriately safeguard patient information.
• Dependable attendance, punctuality, professionalism, and follow-through are essential.

Preferred Qualifications

• Previous experience in a Personal Injury (PI) medical practice, pain management clinic, or surgical department.
• Previous hands-on experience with Athena/AthenaOne.
• Experience performing chart quality control (QC) and medical documentation reviews.
• Familiarity with surgical consultation and procedure documentation.
• Experience processing medical records and billing documentation requests.
• Familiarity with medical affidavits and personal injury documentation workflows.
• Experience coordinating with PI Case Managers, referring offices, and surgical providers.
• Knowledge of medical terminology and specialty healthcare documentation.
• Experience maintaining departmental tracking logs, administrative work queues, and outstanding documentation reports.
• Bilingual in English and Spanish preferred.
• Experience working in a multi-provider or specialty medical practice.