Surgical Scheduler

Job Description

Job Description

Position Summary

The Surgery Scheduler is responsible for coordinating all aspects of surgical scheduling while providing exceptional customer service to patients, providers, hospitals, surgery centers, and clinical staff. This position serves as the primary liaison between the physician, patient, hospital, and ancillary departments to ensure all surgeries are scheduled accurately, authorized appropriately, and completed without delay.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple providers and surgical schedules simultaneously while maintaining a high level of professionalism and accuracy.

Essential Duties & Responsibilities

Surgery Coordination

• Schedule outpatient and inpatient surgical procedures.
• Coordinate surgery dates with physicians, hospitals, surgery centers, and anesthesia departments.
• Schedule procedures according to provider availability, block time, and facility requirements.
• Coordinate first assists, equipment, implants, and vendor needs.
• Ensure all required documentation is submitted prior to surgery.
• Confirm surgery times with facilities and patients.
• Maintain provider surgery calendars.

Insurance Verification & Authorizations

• Verify insurance eligibility and benefits.
• Obtain prior authorizations for surgical procedures.
• Ensure all authorization requirements are completed before surgery.
• Monitor authorization status and resolve denials or pending requests.
• Maintain accurate authorization documentation within eClinicalWorks.

Patient Coordination

• Educate patients regarding surgery preparation.
• Review surgery instructions.
• Coordinate pre-operative testing.
• Schedule post-operative appointments.
• Answer surgery-related questions.
• Coordinate interpreter services when needed.
• Communicate surgery changes promptly.

Clinical Coordination

• Coordinate with Medical Assistants.
• Coordinate with Referrals.
• Coordinate with Verification.
• Coordinate with Providers.
• Coordinate with Hospital Scheduling Departments.
• Coordinate with Surgery Centers.
• Coordinate with Imaging Facilities.
• Coordinate with Laboratories.

Documentation

Maintain accurate documentation including:

• Surgical Orders
• Consents
• Insurance Authorizations
• Hospital Forms
• Medical Clearance
• Cardiac Clearance
• Laboratory Results
• Imaging Results
• Surgical Packets
• Referral Documentation

Provider Support

Support providers by:

• Managing surgical schedules
• Reviewing upcoming cases
• Ensuring all documentation is complete
• Preparing surgery packets
• Identifying scheduling conflicts
• Communicating delays
• Maintaining provider productivity

eClinicalWorks Responsibilities

• Schedule surgical procedures
• Update patient demographics
• Upload surgical documentation
• Scan hospital correspondence
• Document Telephone Encounters
• Enter Global Alerts
• Review provider schedules
• Monitor surgery status

Quality Expectations

Maintain:

• 100% scheduling accuracy
• Timely authorization submission
• Complete surgical documentation
• Compliance with payer requirements
• Excellent patient communication
• Accurate documentation in eClinicalWorks

Required Qualifications

• High School Diploma or GED required.
• Minimum of 3 years of surgery scheduling experience in a physician practice, hospital, or ambulatory surgery center.
• Experience with multiple medical specialties preferred.
• Experience obtaining insurance authorizations.
• Strong understanding of medical terminology.
• Knowledge of CPT, ICD-10, and payer authorization requirements.
• Experience with electronic medical records (eClinicalWorks preferred).

Preferred Qualifications

• Certified Medical Assistant or equivalent clinical background preferred.
• Multi-specialty practice experience.
• Hospital scheduling experience.
• Surgical prior authorization experience.
• Experience with Memorial Hermann, HCA, and ambulatory surgery centers preferred.

Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Exceptional organizational skills
• Strong attention to detail
• Excellent written and verbal communication
• Ability to prioritize competing deadlines
• Critical thinking and problem-solving
• Professionalism
• Excellent customer service
• Strong time management
• Ability to work independently
• Ability to maintain confidentiality

Performance Expectations

The Surgery Scheduler will consistently:

• Maintain accurate provider schedules.
• Ensure surgeries are scheduled timely and accurately.
• Minimize scheduling errors.
• Communicate effectively with providers, staff, hospitals, and patients.
• Complete authorizations before scheduled procedures.
• Reduce surgery cancellations related to missing documentation or authorizations.
• Demonstrate accountability and ownership of assigned providers.

Physical Requirements

• Prolonged sitting and computer work.
• Frequent telephone communication.
• Ability to lift up to 15 pounds occasionally.
• Ability to move throughout the clinic as needed.

Why Join Wellspire?

At Wellspire Medical, we are committed to delivering exceptional patient care through teamwork, innovation, and operational excellence. Our Surgery Schedulers play a critical role in ensuring patients receive timely, coordinated surgical care while supporting provider efficiency and organizational success.