Surgery Scheduler

Job Title: Surgery Scheduler/Coordinator

Reports To: Surgery Schedule Manager
FLSA Status: Non-Exempt
Position Summary

The Surgery Scheduler/Coordinator is responsible for coordinating all aspects of the surgical scheduling process for assigned providers. This position serves as a liaison between patients, physicians, hospitals, surgery centers, insurance companies, and clinical staff to ensure timely scheduling, authorization, and preparation for surgical procedures. The Surgery Scheduler/Coordinator is expected to provide exceptional customer service while maintaining accuracy, efficiency, and compliance with practice policies and procedures.

Essential Duties and Responsibilities

General Responsibilities

• Maintain a professional appearance and adhere to practice dress code.
• Wear required identification badge while on duty.
• Answer telephones professionally using approved practice telephone scripts.
• Demonstrate courtesy, respect, and professionalism when interacting with patients, visitors, providers, and coworkers.
• Take initiative to complete assigned duties and support department needs without direct supervision.
• Communicate effectively with physicians, staff, patients, and outside facilities to promote efficient practice operations.
• Attend and actively participate in departmental and practice-wide meetings.
• Arrive on time and comply with all attendance, scheduling, and timekeeping policies.
• Follow meal break, overtime, cell phone, electronic device, and internet usage policies.
• Maintain a positive attitude, support teamwork, and adapt to operational changes.
• Communicate patient concerns promptly and accurately through designated communication channels.
• Notify appropriate personnel regarding supply needs to ensure uninterrupted departmental operations.

Surgery Scheduling Responsibilities

• Schedule surgical procedures for assigned physicians at hospitals, ambulatory surgery centers, and other approved facilities.
• Coordinate surgery dates, times, and facility availability with patients and providers.
• Verify patient insurance benefits and obtain all required prior authorizations and referrals.
• Obtain and document surgical case numbers from facilities.
• Collect applicable patient financial responsibilities, including deductibles, co-insurance amounts, and surgery-related fees according to practice policies.
• Enter and maintain accurate surgery information within the electronic medical record (EMR) system.
• Prepare and distribute pre-operative packets and instructions to patients.
• Coordinate pre-operative testing, medical clearances, and required documentation.
• Schedule diagnostic imaging studies and obtain related authorizations as directed by assigned providers.
• Process authorizations for office-based procedures and specialty services as required.
• Communicate surgical information and updates to patients, physicians, facilities, and clinical staff.
• Submit completed progress notes and required documentation to referring providers and facilities as needed.
• Facilitate internal referrals to specialists or other physicians as directed by the provider.

Administrative and Team Support Responsibilities

• Provide support to the Front Office and Data Entry teams during staffing shortages or high-volume periods.
• Assist with eligibility verification and benefit checks when needed.
• Provide coverage for patient check-in, check-out, and phone operations as assigned.
• During downtime, assist with scanning documents, chart preparation, account creation in revenue cycle systems, and other administrative projects.
• Provide lunch and break coverage for Front Office staff as needed.
• Perform other duties as assigned to support practice operations.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of one (1) year of medical office experience preferred.
• Prior surgery scheduling experience preferred.
• Knowledge of medical terminology and insurance authorization processes preferred.
• Proficiency with electronic medical records (EMR) systems and Microsoft Office applications.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Ability to work independently and collaboratively in a fast-paced healthcare environment.

Physical Requirements

• Prolonged periods of sitting, standing, and computer use.
• Ability to communicate effectively in person and by telephone.
• Ability to occasionally lift up to 20 pounds.
• Ability to navigate between departments and office locations as needed.

Work Environment

This position works primarily in a medical office setting and may require interaction with patients, physicians, hospitals, surgery centers, insurance carriers, and other healthcare professionals. Flexibility and adaptability are essential to support the changing needs of the practice and patients.