Job Description

Urology of Virginia is dedicated to improving the lives of our patients through exceptional urological care and service. With a long history of serving Hampton Roads and northeastern North Carolina, our team of board-certified urologists and skilled healthcare professionals is committed to providing comprehensive, high-quality care in a compassionate and patient-focused environment.

Driven by our Core Values, we are committed to creating a culture of professionalism, teamwork, accountability, and excellence. Every team member contributes to exceptional patient experiences, strong teamwork, and high-quality care.

The Surgery Scheduler is responsible for efficiently coordinating surgical procedures, from scheduling surgery dates with hospitals and ASC to ensuring all necessary preoperative requirements are met. This role involves proactive communication with physicians, patients, collaboration with the Benefit/Auth Team, and meticulous documentation in electronic medical records, demonstrating a commitment to maintaining accurate schedules and providing excellent patient care.

Duties and Responsibilities

Employee Core Values:

• People First – Delivers exceptional customer service by putting patients first, approaching challenges with a problem-solving mindset, and consistently demonstrating professionalism, compassion, and respect for everyone
• Be Accountable – Consistently reliable and hard-working, demonstrating strong accountability and deep commitment to achieving responsibilities and goals
• We Before Me – Collaborative team player who steps in to help first and actively encourages teamwork to achieve shared goals
• Pursue Excellence – Expects, projects, and demonstrates excellence through consistent attention to detail in everything they do
• Communicate Well – Consistently delivers clear, concise, and professional communication across all interactions

Primary:

• Phones:

o Answer telephone in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller

o Check individual and group voicemail boxes hourly

o Return calls on the same day

o Leave no voice messages in the mailbox at the end of the day

• Coordinate surgery:

o Schedule surgery date with the patient, hospital and ASC

o Work with other physicians for co-surgery cases

o Update QGenda with the surgery

o Submit request to Benefit/Auth Team for authorization.

o Make sure H&Ps, labs, cultures, diagnostic testing and clearances are obtained and up-to-date and that results are available for review prior to surgery date

o Ensure timely scanning of pre-op orders, consents, etc. into the patient EMR.

o Schedule pre-op office appointment per physician protocol

o Schedule post-op office appointment per physician protocol

o Scan surgery documents into current EMR system

• If necessary, assist patients with signing consents, explain orders and any other instructions at the time of preop visit or preop call
• Inform manager and physician of any potential scheduling conflicts or patient complaints/concerns
• Verify cases weekly in QGenda to maximize physician’s surgery time
• Notify the Template Group if cases get cancelled and a physician able to work back into the office
• Admit patients directly to the hospital when needed
• Greet patients in a professional and courteous manner in person and on phone
• Utilize electronic medical records for documentation and charting of all patient information to include but not limited to phone encounters, appointment scheduling, lab results, physician orders, etc.
• Accurately maintain the office schedule and all calendars. Verify that Athena, QGenda and other scheduling tools match
• Reschedule office patients or surgery cases if physician schedules vacation, illness, or surgery
• Maintain the physician’s electronic calendar if necessary
• Assist in the training of new employees as needed
• Perform other duties as requested

Requirements

Required License/Experience/Skills

• High School Graduate or equivalent
• 1-3 years related surgery scheduling experience and/or secretarial experience
• Strong oral and written communication skills for corresponding with physicians, patients and fellow employees
• Must be able to communicate effectively with individuals at all levels
• Demonstrate the ability to maintain stable performance under stressful conditions
• Must be able to multi-task
• Must be willing to learn and open to feedback on performance
• Proficient in typing (65 wpm). Proficient in Microsoft Office Software to include e-mail software
• Proficient in Athena, Connect Care and Epic

Equal employment opportunity for all is a very important philosophy for our practice. We will evaluate all applicants and employees without regard to race, color, religion, national origin, sex, age, non-disqualifying disability, history of military service, genetic information, or any other status protected by law. This policy applies to all employment practices, including, but not limited to, recruitment, employment, assignments, promotions, reassignments or transfers, disciplinary matters, establishment of rates of pay or other compensation, and selection for training programs.