Surgical Scheduler - Vascular Access

Coordinate care. Support patients. Keep vascular access procedures moving.

We are seeking a highly organized and patient-focused Vascular Access Surgery Coordinator to support the day-to-day coordination of surgical and interventional vascular access care. This role serves as an important connection point between patients, physicians, dialysis facilities, insurance companies, and the surgery center.

The ideal candidate is someone who thrives in a fast-paced healthcare environment, has strong attention to detail, and can confidently manage multiple priorities—from scheduling procedures and coordinating pre-operative requirements to obtaining insurance authorizations and communicating with dialysis units.

Experience in a medical office, surgical practice, vascular access, nephrology, dialysis, medical billing, or insurance authorization is highly valued.

What You'll Do

Patient & Surgical Coordination

• Coordinate surgical procedures, testing, appointments, and interventional encounters under the direction of the Practice Manager and physicians.
• Schedule procedures efficiently while coordinating physician calendars and avoiding scheduling conflicts or delays.
• Communicate appointment details, surgical preparation instructions, and follow-up requirements to patients.
• Coordinate pre-operative requirements, including consents, medical clearance, pre-surgical appointments, and required documentation.
• Coordinate post-operative care and follow-up under the direction of the provider.
• Ensure referral and medical record information is complete and available prior to patient admission.
• Help ensure patients with end-stage renal disease have appropriate, functioning dialysis access prior to initiating dialysis.
• Monitor daily schedules for cancellations, add-on patients, and changes and make appropriate adjustments.
• Ensure timely interventional encounters are scheduled in the appropriate setting.

Patient Communication & Customer Service

• Welcome patients and visitors with a professional, compassionate, and helpful approach.
• Interview patients regarding clinical, scheduling, and financial information while maintaining dignity and confidentiality.
• Answer and appropriately route incoming telephone calls.
• Communicate clearly with patients, physicians, dialysis facilities, and referring providers.
• Serve as a key point of contact for patients throughout the scheduling and surgical process.

Insurance & Revenue Cycle Support

• Verify patient insurance eligibility and benefits, including Medicare, Medicaid, and commercial insurance.
• Obtain required referrals and insurance pre-authorizations.
• Collect and accurately document insurance and demographic information.
• Forward complete and accurate billing information to the Revenue Cycle Management team.
• Assist with resolving scheduling or authorization issues that could impact patient care or reimbursement.

Dialysis & Physician Coordination

• Communicate with dialysis units regarding patient appointments, procedures, results, and follow-up care.
• Coordinate dialysis treatments and transportation when necessary.
• Act as an intermediary between physicians, referring facilities, and dialysis centers.
• Ensure procedure results, reports, consult letters, and other physician correspondence are appropriately distributed.
• Prepare and maintain physician reports, dictation, narratives, consult letters, and other correspondence.

Administrative Support

• Open the access center each day and ensure the center is prepared for patient activity.
• Maintain accurate patient charts, records, and documentation.
• Pull and organize patient charts and records as needed.
• Perform administrative duties including filing, faxing, mailing, correspondence, and data entry.
• Monitor and order office supplies and equipment as needed.
• Maintain strict patient confidentiality and comply with HIPAA and all applicable policies and regulations.
• Participate in team meetings, training, conferences, and other organizational activities.
• Provide coverage at other centers and work overtime as needed.
• Perform other duties and responsibilities as assigned.

What We're Looking For

• High school diploma or equivalent required.
• 2 years of experience in a healthcare, medical office, surgical practice, medical billing, or related environment required.
• Experience with insurance verification, referrals, and prior authorizations.
• Familiarity with Medicare, Medicaid, and commercial insurance plans.
• Working knowledge of medical terminology.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Strong customer service skills and a compassionate approach to patient interactions.
• High level of attention to detail and accuracy.
• Ability to work effectively with physicians, clinical staff, patients, dialysis facilities, and insurance companies.
• Ability to maintain patient confidentiality and handle sensitive information appropriately.
• Medical Assistant (MA) certification preferred.

Preferred Experience

Experience in any of the following areas is a plus:

• Vascular access
• Nephrology
• Dialysis
• Ambulatory surgery
• Surgical scheduling
• Medical billing or revenue cycle
• Insurance authorization
• Patient access or referral coordination

Why Join Us?

This is an opportunity to play a meaningful role in the care of patients who depend on reliable vascular access for their ongoing dialysis treatment. You’ll work closely with physicians, clinical teams, dialysis partners, and patients while helping ensure procedures are scheduled, authorized, and coordinated smoothly from start to finish.

If you are organized, compassionate, detail-oriented, and enjoy being the person who keeps things moving, we’d love to hear from you.