Job Description

At Northbay Health, the Surgery Scheduler functions as a member of the clinic patient care team. Performs duties and orchestrates complex logistics required to schedule patient tests, pre-op/post-op visits, and complex surgical procedures. Responsible for scheduling and coordinating all aspects of the surgical procedure, including patient preferences, maintains close communication with the Operating Room Scheduler, Same Day Center Staff and assures all payer requirements are met prior to scheduling the actual surgery.

This role is responsible to secure accurate patient demographics, authorizations and payer information in a timely manner to ensure patient care is not delayed. Verifies and documents eligibility and benefits for patient’s specific payers. Ensures appropriate documentation is in the patient’s Electronic Health Record (EHR). Schedules patient procedures as appropriate, and coordinates transfer of necessary records. Reviews and appropriately schedules department procedures utilizing department specific appointment protocols.

Primary Job Duties

• Gathers, updates and verifies insurance/payer information and ensures accurate entry into the practice management system. Confirms authorization.
• Verifies insurance type and eligibility for care.
• Determines when authorization for services is required and ensures authorization is obtained prior to service date. Determines and documents need for signatures for conditions of registration and Medicare secondary payment screen.
• Prioritizes procedure requests based on clinical need as indicated by the ordering provider, and the Medical Services Request Form (MSR).
• Schedules complex pre and post-op appointments requiring strong knowledge of pre-admission requirements, procedures, department protocols and timing.
• Contacts patients upon approval or denial of authorization. If denied, advises physician of outcome.
• Provides the patient pertinent information regarding their surgery, dates and times for appointments, map of facility to easily find their destination(s).
• Reviews and coordinates the surgeon’s schedule to ensure efficiency for both their time and operating room time.
• Coordinates resources to schedule surgeries for department surgeons.
• Coordinate scheduling between department surgeon (including multi-disciplinary departments), vendors, materials management, OR venues & patients
• Assures appropriate verifications and authorizations are completed prior to scheduling patients.
• Collaborates extensively w/ OR scheduling to assure maximum utilization of block time in each OR venue.
• Consistently demonstrates and promotes a sense of team within the immediate and extended work groups.
• Establishes and maintains effective communication with physicians, co-workers and patients.
• Participates in educational programs, staff meetings and in-service meetings.
• Performs other job-related duties and responsibilities, as assigned.
• Education: High school graduate or equivalent preferred. Graduate from an accredited Medical Assistant program preferred.
• Licensure/Certification: Medical Assistant certified preferred.
• Experience: Minimum three year’s of experience in a clinic setting with experience and knowledge of health insurance/ benefit requirements required. One or more year’s of experience working as a surgery scheduler in the specialty care setting.
• Skills: Strong organizational and written/spoken communication skills essential. Ability to work independently on a variety of complex tasks, managing competing deadlines. In depth working knowledge of Windows and Microsoft Word. Knowledge of ICD-10 and CPT coding. Knowledge of medical terminology, procedures and insurance rules and regulations required. Skilled in accuracy and attention to detail. Ability to coordinate, schedule and track complex surgery scheduling and multiple patient appointments. Strong ability to multi-task; schedule appointments for several multi-disciplinary clinics. Demonstrates calmness in stressful situations.
• Interpersonal Skills: Demonstrates Northbay's values and true north including nurturing care, own it, respect relationships, build trust, hardwire excellence
• Standards of Performance: Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.
• Physical Effort: Attendance is an essential function of the job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires some walking; prolong hours of sitting and standing. Requires use of telephone, writing and computer keyboard six or more hours each day. Requires stooping, bending, reaching, twisting and squatting.
• Hours of Work: Monday through Friday, variable hours dependent upon clinic operations and volume.

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics.

We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions.

We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs.

Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

Notice to Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

More Information

Visit NorthBay Health Careers for recruitment FAQs and additional information.