Surgery Scheduler (full-time)

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POSITION SPECIFICS

Title: Surgery Scheduler

FTE: 1.0 FTE (80 hours per pay period)

Schedule: Monday - Friday from 7:30 am - 4:00 pm

Holiday Rotation: None

Weekend Rotation: None

On Call Requirements: None

POSITION SUMMARY

The Surgery Scheduler is responsible for scheduling surgical cases, performing limited insurance verification and pre-authorization, processing patient charges, and completing associated clerical and reception duties. This role supports the coordination of the Surgical Services schedule with SPH clinics and external consulting physician offices and communicates surgeon-specific intraoperative needs directly with surgical sales representatives.

The Surgery Scheduler demonstrates exceptional customer service, strong computer proficiency, and working knowledge of surgical principles and operating room practices. Surgical procedures are scheduled in alignment with staffing levels, anesthesia availability, and available resources. The position maintains open and effective communication with physicians, their office staff, hospital departments, and all areas of the Surgery Department to ensure efficient and safe surgical operations.

POSITION TECHNICAL RESPONSIBILITIES

• The Surgery Scheduler independently coordinates and supports all aspects of surgical scheduling and administrative operations to ensure safe, efficient, and timely patient care across the surgical continuum.

• Communicates changes to the surgical schedule, including emergency and STAT cases, to impacted leaders or other directors.

• Accurately and methodically enters and transcribes ordered surgical case appointments into the Electronic Medical Record (EMR), including the OR module.

• Prepares and maintains the daily surgical schedule, including staffing assignments, and notifies staff of schedule changes as needed.

• Communicates with insurance carriers to obtain surgical prior authorizations and pre-approvals as required.

• Maintains open and effective communication with physicians, clinic office staff, and hospital departments including Laboratory/Pathology, Acute Care, Medical Imaging, Emergency Department, OB/Womens Care, and all areas within the Surgery Department.

• Coordinates with surgical sales representatives when on-site presence or specialized instrumentation and supplies are required, and communicates these arrangements to the Surgical Services Director, OR Manager, OR Charge Nurse, and sales representatives via Microsoft Outlook appointments.

• Coordinates pathology-related scheduling and appointments required for surgical procedures.

• Reviews and verify individual patient records in the EMR after charges are entered, ensuring accurate and complete charging throughout all phases of the surgical patient experience.

• Compiles required records, logs, documentation and forwards materials to dry storage in accordance with departmental and organizational policy.

• Assists with ordering implantable devices, instrumentation, and supplies as directed by the Surgical Services Director, OR Manager, OR Charge, and/or Surgical Supply Technician using the electronic purchase order system.

• Works collaboratively with the Surgical Supply Technician to reorder and appropriately charge patient chargeable and non-chargeable supplies using the electronic purchase order system.

• Locates, organizes, and ensures availability of imaging studies (e.g., x-rays) required for surgical procedures.

• Performs general administrative and secretarial duties, including filing, mail handling, maintaining office supplies, organizing the OR control desk area, and recording end-of-day staff assignments.

• Prepares, maintains, and disassembles patient charts according to unit and organizational protocols.

• Supports a clean, safe, and organized patient care environment by assisting with maintaining patient rooms, supply rooms, hallways, and workspaces.

• Assists with Quality Improvement initiatives and projects as assigned.

• Maintains strict confidentiality and safeguards all protected health information (PHI) in compliance with organizational policies

• and regulatory requirements.

• Assists as needed with reprocessing activities, Post-Anesthesia Care Unit (PACU) support, and CNA-related patient transport or transfers based on unit operational needs.

• Performs additional duties as assigned to ensure efficient and effective operation of the Surgery Department.

POSITION REQUIREMENTS

Education:

• Required: High school diploma or equivalent.

• Preferred: Education related to Surgical/Medical Terminology and/or 1-3 years experience in surgical scheduling.

Experience:

• Required: None

• Preferred: Education related to Surgical/Medical Terminology and/or 1-3 years experience in surgical scheduling. Operating Room work experience desirable.

Licenses and Registrations:

• Required: None

• Preferred: None

Certification(s):

• Required: Certified as Certified Nursing Assistant. Basic Life Support (BLS) required within 3 months of hire

• Preferred: None

BENEFIT SUMMARY

• Competitive health and dental insurance options

• Flexible paid time off to balance work and life

• Retirement plan with immediate vesting and employer match

• Discounted membership to our state-of-the-art fitness facility

• Generous tuition reimbursement

• Employer provided life and disability insurance

• Free parking at facility

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