Surgery Scheduler for Derm and Mohs

Surgery Scheduler

We are seeking an experienced, patient-centered Surgery Scheduler to coordinate Mohs and dermatologic surgery from referral through post-op follow-up. This role requires a strong knowledge of Mohs workflow and dermatology pathology terminology to confidently answer patient questions, explain next steps, and support a smooth surgical experience.

Key Responsibilities

• Schedule Mohs surgery, excisions, repairs, and related dermatologic procedures based on provider availability, case urgency, and pathology results.
• Review and interpret dermatology pathology reports to support scheduling and patient communication (e.g., BCC/SCC subtypes, margins, biopsy site, special instructions) as directed by the provider.
• Contact patients to explain the surgical plan, what to expect on the day of surgery, timing, pre-op requirements, and post-op care basics.
• Answer patient questions regarding diagnosis and process using appropriate, non-alarming language; escalate clinical concerns to nursing/provider when needed.
• Coordinate required documentation: pathology reports, photos, referrals, authorizations, consents, and pre-op instructions.
• Obtain and track prior authorizations, referrals, and insurance verification for surgical cases as needed.
• Communicate with referring providers and outside facilities to request missing records, pathology, or documentation.
• Confirm appointments, provide reminders and instructions (medications, blood thinners per protocol, arrival time, restrictions, driver needs, etc.).
• Manage cancellations, reschedules, and waitlists while keeping the surgical schedule optimized.
• Document all scheduling and patient communications accurately in the EMR.
• Support clinic workflow on surgery days as needed (patient check-in support, coordinating repairs, photos, forms).

Required Knowledge & Skills

• Working knowledge of Mohs surgery workflow, scheduling priorities, and common patient questions.
• Strong understanding of dermatology pathology terminology (e.g., BCC, SCC, melanoma, dysplastic nevus, margins, in situ vs invasive) and ability to communicate next steps clearly.
• Excellent phone etiquette and customer service; calm, confident communication with anxious patients.
• High attention to detail and strong organizational skills in a fast-paced, high-volume environment.
• Proficiency with ModMed/EMA EMR and PMS, Klara and other software.
• Ability to handle sensitive information and maintain HIPAA compliance.

Qualifications

• 2+ years experience in a dermatology and/or Mohs practice preferred (scheduling, referrals, or surgery coordination).
• Experience with insurance verification and prior authorizations strongly preferred.
• Bilingual a plus (if applicable).

Work Style Expectations

• Reliable, punctual, and team-oriented.
• Able to prioritize urgent cases, communicate clearly, and follow protocols.
• Comfortable working closely with providers, nursing staff, and pathology documentation.
• Can multi-task and efficiently clear desk/messaging/phone systems and tasks

Physical Requirements

• Prolonged sitting/standing; frequent computer and phone use.
• Ability to lift/move up to ~25 lbs occasionally.

Ideal candidate has dermatology/Mohs scheduling experience and can confidently explain pathology results and procedural next steps to patients.