Lead Surgery Scheduler

SUMMARY 

Under the direction of the Outpatient Surgery Supervisor, the Lead Surgery Scheduler oversees surgical scheduling operations to ensure timely coordination of procedures and communication between patients, providers, and staff. This role ensures efficient use of surgical resources and supports optimal patient care.

DUTIES AND RESPONSIBILITIES

1. Scheduling:
   • Coordinate and schedule surgical procedures based on the surgeons' availability and patient needs.
   • Maintain a master calendar of surgical staff and operating room availability.
   • Maximize utilization of operating room time and resources.
2. Communication:
   • Serve as the primary point of contact for patients, families, and surgical teams regarding scheduling inquiries.
   • Notify providers of changes and ensure all parties are informed in a timely manner.   
3. Patient Management:
   • Collect and verify patient demographics, insurance eligibility, and surgical clearance.
   • Provide patients with accurate pre-operative instructions, and response to questions throughout the process.
4. Team Leadership:
   • Provide training, support, and performance feedback to scheduling staff.
   • Lead routine huddles or team meetings to discuss workflow improvements and scheduling conflicts or patient complaints professionally. 
5. Quality Assurance:
   • Monitor workflows and identify process improvements.
   • Investigate and resolve scheduling conflicts or patient complaints professionally.
6. Record Keeping:
   • Maintain accurate records of all surgical schedules, patient information, and related documentation.
   • Track cancellations, reschedule, and provider changes. 
7. Collaboration:
   • Work closely with surgeons, nursing staff, and administration to ensure a seamless surgical experience for patients.
   • Collaborate with billing and insurance departments to ensure proper coding for surgical procedures.

Qualifications:

• High school diploma or equivalent;  
• Previous experience in a medical setting, in scheduling or surgical coordination.

• Familiarity with medical terminology and surgical procedures.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in scheduling software and Microsoft Office Suite.
• Bilingual preferred (Spanish)

Skills:

• Ability to work under pressure in a fast-paced environment.
• Strong interpersonal skills, especially in communication with diverse patient populations.
• Experience with EMR Systems (e.g., Epic, Cerner) is a plus.

This job is crucial for maintaining the efficiency of surgical operations and enhancing patient satisfaction in medical practice.

The Lead Surgery Scheduler must report any work-related calls taken outside scheduled hours to ensure accurate timekeeping in ADP. This is critical for compliance with labor regulations and internal payroll policies. 

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PHYSICAL REQUIREMENTS:

While performing the duties of this Job, the employee is regularly required to stand; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to walk. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. 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 accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

WORK ENVIRONMENT:

Room temperature varies, well light work area, and work closely with co-workers.

The work environment characteristics described here are representative of those employee encounters while performing essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Sometimes busy, hectic, noisy or stressful with interruptions.

Involves frequent telephone contact with patients.

Interactions with others are constant and may be interruptive.

MENTAL DEMANDS:

While performing the duties of this job, employees are regularly required to use written and oral communication skills.

Read and interpret data, information and documents;

Analyze and solve non-routine and complex office administrative problems

Use math and mathematical reasoning

Perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with providers, staff, customers, the public and others encountered in the course of work, some of whom may be dissatisfied.

Full-Time, Monday- Friday, 9a-5:30p