Job Description

The Surgery Scheduler is responsible for coordinating and scheduling all surgical procedures and in-office interventions. This role ensures accurate documentation, timely authorizations, seamless communication between providers, hospitals, surgery centers, and patients, and adherence to clinical and insurance requirements. The Surgery Scheduler plays a critical role in ensuring procedures are scheduled efficiently while maintaining a high standard of patient care and operational workflow.

Accountability

The Referral Representative reports directly to the Office Manager or MA Manager of the division and strives to meet the needs of the company, as well as practice providers. Interaction with other departments within the company may be required from time to time.

Job Responsibilities

• Perform work assignments outlined in the job description and as assigned by the Supervisor or Manager.
• Cross train in other areas of clinical and clerical operations, and fill in for various positions when staff are unavailable due to high work volume, time off, or sick leave.
• Exercises knowledge of medical records (EMR) policies and procedures.
• Maintains patient confidentiality (HIPAA) and protects the confidentiality of company information.
• Coordinates patient care with other team members and outside healthcare affiliates.
• Verify patient insurance eligibility and obtain prior authorizations as required.
• Submit required clinical documentation to insurance carriers and facility partners.
• Schedule surgical procedures and in-office interventions accurately and efficiently.
• Coordinate procedure dates with physicians, hospitals, surgery centers.
• Confirm procedure details with patients including date, time, and location, and pre-operative instructions.
• Provide patients with preparation instructions and required documentation.
• Ensure all consents, orders, and pre-operative requirements are completed prior to procedure date.
• Ensures patients have proper medical clearance and pre-surgical testing as needed.
• Communicate schedule changes promptly to Management, Providers, facilities, and patients.
• Follow up on pending authorizations or pending documentation.
• Collaborate with billing, referrals, and clinical staff to ensure seamless workflow.
• Maintains a clean and organized work area(s) that is properly stocked, free of clutter, contamination, and outdated supplies/materials.
• Employs proper documentation processes that reflect timeliness, detail, and accuracy.
• Reports abnormal or unexpected outcomes or observations to the Supervisor, mid-level provider, or physician.
• Understands and utilizes proper medical terminology in daily practice.
• Dresses appropriately at all times, while on duty per company policy.
• Assists patients within the facility as needed.
• Completes work assignments in a timely manner that is complete and detail oriented.
• Address client and patient complaints and provide service recovery or refer to Supervisor as needed.
• Work with outside agencies (i.e. vendors, referring providers, etc.) to facilitate the resolution of problems.
• Ensures that all quality and compliance standards are met and maintained.
• Provides excellent customer service.
• Embrace change geared towards promoting growth for the organization.
• Actively attends and participates in regular staff meetings.
• Actively listens, provides feedback, in an honest and respectful manner.
• Actively participates in quality improvement processes/programs.

Requirements

Mandatory Qualifications

• Minimum 1-2 years of experience in medical scheduling, surgery scheduling preferred.
• Possesses excellent communication and customer service skills. Interact in a positive manner with employees, patients, their family, and other internal/external customers as well as those from diverse backgrounds.
• High School Diploma or higher.
• Knowledge of medical terminology.
• Familiarity with insurance verification and prior authorization processes.
• Proficiency in EMR/HER systems.

Preferred Qualifications

• Experience coordinating hospital and ambulatory surgery center procedures.
• Knowledge of CPT and ICD-10 coding (basic understanding).
• Experience in specialty or surgical practice.
• Experience with E-Clinical Works EMR.
• Digital phone system experience.
• Bilingual (English/Spanish).

Additional Requirements

• Strong ability to multi-task.
• Strong attention to detail.
• Ability to meet scheduling deadlines and authorization timeframes.

$21/hour