Authorization/Surgical Scheduler

Jacksonville Orthopaedic Institute is looking for an Authorization/Surgical Scheduler to join our team at the San Marco office.   

The position is full-time with benefits including medical, dental, vision, life and disability insurance, and 401K retirement plan.

Location: 1325 San Marco Blvd. Jacksonville, FL 32207

Schedule:  Monday- Friday

The Surgery Scheduler is responsible for the coordination and scheduling of surgical procedures, ensuring timely collection of documentation, pre-operative planning, and insurance authorization. The position requires excellent communication, organization, and problem-solving skills to ensure high-quality patient service and compliance with payer and internal policies.

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Essential Job Functions:

Surgical Scheduling & Coordination

•    Schedule inpatient and outpatient surgical procedures, testing, and all related pre- and post-operative appointments.

•    Triages surgical orders for accuracy (e.g., place-of-service, procedure type, diagnosis codes, and insurance).

•    Coordinates schedules with providers, surgical centers, operating rooms, and pre-op departments.

•    Utilizes internal scheduling platforms and external facility systems to complete and track scheduling workflows.

•    Ensure patients receive proper education and instruction regarding surgical procedures.

Insurance Verification & Authorization

•    Verifies insurance eligibility and benefits related to surgical procedures.

•    Submits supporting documentation to insurance carriers to obtain prior authorizations and pre-certifications.

•    Collaborates with the Surgical Authorization team to understand and navigate payer-specific requirements.

•    Notifies patients of their estimated out-of-pocket costs and arranges payments per department policy.

•    Follows up on denials and non-authorizations, working with patients, payers, and billing teams to resolve outstanding issues.

Communication & Documentation

•    Responds professionally to inquiries from providers, patients, and insurance companies.

•    Accurately documents all scheduling and authorization activities in the appropriate systems.

•    Follows chain-of-command and risk management protocols for addressing issues beyond assigned scope.

•    Collaborates directly with physician clinics to address concerns or clarify surgical instructions and requirements.

Financial & Patient Responsibility Support

•    Generates and communicates financial responsibility estimates to patients.

•    Monitors surgical account balances and follows up with patients or billing teams regarding unpaid balances or agreements.

•    Acts as a resource for benefit-related questions, policy changes, and authorization timelines.

Other Responsibilities

•    Scans and attaches relevant documents to patient records.

•    Assists with general office tasks including faxing, data entry, and clerical support.

•    Adheres to all HIPAA and confidentiality standards.

•    Performs other duties as assigned.

Qualifications:

•    High School Diploma or equivalent required; Associate degree in healthcare or related field preferred.

•    Must have 3  years of experience in medical scheduling, authorization, or billing required; surgical scheduling preferred.

•    Proficiency in medical terminology, CPT/ICD-10 coding, and insurance authorization processes.

•    Strong knowledge of payer requirements and insurance verification procedures.

•    Excellent organizational, communication, and customer service skills.

•    Proficient in Microsoft Office and EMR/EHR systems.

Physical Demands:

•    Requires sitting 80%, standing 10%, walking 10%. 

•    Requires manual dexterity sufficient to operate a keyboard, mouse and multiple telephone lines.  

•    It is necessary to view computer screens for long periods of time.      

Working Conditions 

Fast paced orthopedic medical practice environment.