Surgery Scheduler

JOB TITLE: Senior Surgery Scheduler

REPORTS TO: Patient Services Manager

DEPARTMENT/LOCATION: Clinical, On-Site

JOB CLASSIFICATION: Permanent, Full-Time, Non-Exempt.

REQUIREMENTS: None

LAST MODIFIED: 9/23/2026

POSITION SUMMARY

Under general supervision and according to established policies and procedures, the Surgery Scheduler will schedule and advise patients of surgical preoperative and postoperative requirements. Initiates medical clearance appointments ensuring that there is adequate timing of the appointment to minimize disruption to physician’s schedule should a case have to be canceled due to inability to clear patient. Facilitates scheduling of coordinated surgeries with other physician’s offices and special equipment needs with vendors as necessary.

ESSENTIAL FUNCTIONS

• Obtains accurate information from patients and ensures all registration forms are current and complete.

• Coordinates and schedules surgeries, procedures and follow-up appointments as designated by physicians according to established policies and procedures.

• Maintains preference guidelines for assigned providers.

• Prioritizes patient throughput by utilizing comprehensive knowledge of case type, sequencing and operating room resources to ensure optimal utilization and time management.

• Facilitates scheduling of coordinated surgeries with other physician’s offices.

• Coordinates arrangements for surgical assistants, special equipment, and surgical materials.

• Coordinates pre-op assessment and clearance as necessary.

• Interacts with patients, families, physicians and other staff within the clinic and at outside facilities providing accurate, timely and responsive information.

• Provides patient with preoperative information sheets to include any required pre-procedural preparation.

• Coordinates processes and timing as required to meet physician and facility requirements, to include but not limited to, admission orders, H&P, medical clearance, pre-authorization details, pre-op labs and x-rays.

• Schedules diagnostic therapy and other treatments as requested.

• Submits patient clinical and financial information to facility assuring appropriate medical records release, if needed.

• Indexes records in appropriate sections of patient electronic or paper charts.

• Answers and screens telephone calls in a courteous manner, and document messages for physician and other personnel in the EMR.

• Maintains accuracy and productivity levels as established by department standards.

• Performs, organizes and streamlines operational tasks to reduce the potential for errors.

• Maintains patient safety and confidentiality at all times.

• Serve as designated trainer for new and existing surgery schedulers

• Act as the first point of contact for surgery schedulers, facilities, and providers for surgery-related questions

• Implement blocks into Surgimate from TCPS

• Monitor and provide guidance with new surgery scheduling policies, facility/providers questions and concerns

• Serve as a liaison between the Patient Services Manager and the surgery schedulers for communication updates, feedback, and performance expectations

• Travels as required.

• All other duties as assigned by Practice Administrator or department supervisor.

QULIFICATIONS & REQUIREMENTS

• Standard operation of office equipment including computers, fax machines, copiers, printers, telephones, etc.

• Ability to work in a fast-paced environment and provide exceptional customer service and phone etiquette.

• Ability to maintain effective and organized systems to ensure timely patient flow.

• Working knowledge of medical terminology, CPT-9 and ICD-10 coding and familiarity proficiency in insurance knowledge including verifications.

• Skill in gathering, interpreting and reporting insurance information.

• Skill in trouble-shooting insurance issues and resolving appropriately.

• Computer proficiency and prior experience with Electronic Medical Records preferred.

• Minimum 1-3 years of relevant medical office experience preferred. Preference given to those with Urology experience.

• Experience with insurance preauthorization and patient collections a plus.

• High school diploma or GED; some college preferred.

WORKING ENVIRONMENT

This role is based in a fast-paced, patient-focused urology clinic where collaboration is key. Our team of physicians, nurses, and support staff work together in a modern facility equipped with an EHR system and on-site diagnostic services. The atmosphere is professional yet warm, with a shared commitment to delivering compassionate, high-quality care to a diverse patient population. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

PHYSICAL DEMANDS

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; stand; walk; reach with hands and arms to stoop, kneel and crouch.

COMPANY OVERVIEW

OUR MISSION: To provide compassionate, world-class urologic care and exceptional experiences for our patients, employees and partners.

OUR VISION: Curing the world of urologic disorders, one person at a time.

OUR VALUES: At UCI, we are passionate about patient experience and making the healthcare journey from diagnosis through treatment as easy and stress-free as possible! Through unmatched integration and access for patients, partner hospitals and other physicians in the community, we provide world-class urologic care in an attentive environment where you are at the center of all we do.