Surgical Scheduler

Job purpose

Position requires utilization of clinical knowledge to schedule appropriate procedures/surgeries per provider’s orders. The Surgical Scheduler must schedule office based and hospital procedures consistent with the patient’s diagnosis and procedure request. Also requires excellent customer service skills with patients, employees, and the public. The Surgical Scheduler must be able to respond to both written and oral correspondence regarding scheduling changes/cancellations in a timely, accurate manner. Individual must be organized, and be able to manage demanding workload with accuracy. 

Duties and responsibilities

1. Schedules inpatient and outpatient surgical procedures.
2. Uses best judgement, experience and insight to ensure that surgical cases are scheduled according to the best practice standards, achieving the best possible outcome for the member.  When scheduling cases must consider all aspects, i.e., surgeon’s time constraints and availability, surgical suite availability at multiple surgical sites, and coordination of ancillary services that may be indicated. 
3. Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office and hospital based procedures.
4. Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care.
5. Enters notes/special instructions needed for scheduling in the electronic medical record. 
6. Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider. 
7. Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients. 
8. Confirms patient’s insurance provider and either obtains prior authorization or communicates need for prior authorization to appropriate parties as needed. 
9. Ensures patients have proper medical clearance and pre-surgical testing as needed. 
10. Completes pre-procedure phone calls and confirms appointment times with patients via telephone. 
11. Reviews discharge instructions with patients and ensures proper follow-up appointments are scheduled at the time the procedure is scheduled. 
12. Performs all aspects of patient care in an environment that organizes patient safety and reduces the likelihood of medical/health care errors. 
13. Responsible to ensure that correct coding is in place to achieve correct posting and billing.
14. Communicates any change in the member’s medical condition, as reported/stated by the member, to the surgeon or his/her designee.
15. Establish a relationship with practitioners based on integrity and credibility.
16. Prepares pre-op packets ensuring inclusion of required forms specific to the scheduled procedure based on provider guidelines. Various packets should include forms specific/unique to the surgery facility being used.
17. Mails out surgical information/notification per department, facility and/or provider guidelines.
18. Cross train for various clerical department functions.
19. Assists other members of the department as needed. 
20. Other duties as assigned.

Qualifications

• Minimum of a High School Diploma and 1-3 years of experience in healthcare scheduling, or equivalent combination of education and experience. 
• Must demonstrate consistent professional conduct and meticulous attention to detail. 
• Must possess excellent verbal and written communication skills as well as interpersonal skills with patients, staff, and other healthcare professionals. 
• Critical thinking skills and a positive attitude essential. 
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Talking to others to convey information effectively.
• The ability to speak clearly so others can understand you.
• The ability to read and understand information and ideas presented in writing.
• The ability to combine pieces of information to form general rules or conclusions

Working conditions

Job requires accepting criticism and dealing calmly and effectively with high stress situations. Job requires being careful about detail and thorough in completing work tasks. Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Physical requirements

Must be able to walk, climb, bend and squat as well as be able to lift items weighing up to 25 pounds.

Direct reports

N/A