Surgical Scheduler (Certified Medical Assistant)

Job Description

Job Description

Surgical Scheduler (Certified Medical Assistant)

Role Type: Full-Time, Regular Employee (Permanent placement on company payroll, not contract/temp)

Shift: Day Job (Monday through Friday; alternating shifts between 7:30 AM – 4:00 PM and 8:00 AM – 4:30 PM. No weekends, holidays, on-call, or floating requirements ).

Work Arrangement: On-site

Location: Pittsburgh, PA 15238

New Hire Starting Salary Range: $19.19 – $22.50 per hour base wage (After hire, pay increases can be earned, see below).

About the Opportunity

This is a permanent, full-time career opportunity for a Certified Medical Assistant specialized in surgical coordination to join a rapidly growing outpatient specialty practice. If selected, you will be hired directly as a regular employee of the organization we represent, placing you on their payroll and making you eligible for full corporate benefits from day one. This is not a temporary, contract, or "temp-to-hire" assignment. Operating alongside exceptional physicians within an expanding surgical unit—which recently integrated new surgical suites and Mohs surgeons—this role offers an elite daylight schedule and an outstanding work-life balance.

Purpose

The Surgical Scheduler coordinates the end-to-end clinical and administrative scheduling lifecycle for outpatient surgical and Mohs procedures. Utilizing a strong medical assisting background, this professional acts as the primary liaison between patients, referring providers, clinical staff, and hospitals. By managing complex calendars in Epic, auditing clinical documentation, securing pre-certifications, and delivering compassionate pre- and post-operative education, this role is vital to minimizing scheduling errors, driving efficient template workflows, and ensuring a seamless, stress-free care experience for patients and families.

Responsibilities

• Surgical Calendar Coordination: Schedule complex surgical procedures, pre-screening examinations, diagnostic testing, and follow-up care, ensuring all appointments are sequentially optimized within practice management platforms.
• Pre-Certification & Insurance Verification: Research, track, and secure all prior authorizations, insurance referrals, and pre-certifications from third-party payers (including Medicare, Blue Cross/Blue Shield, managed care, and workers' compensation) ahead of procedural dates.
• Clinical Back-Office Integration: Review patient records within Epic to confirm that all required informed consents are executed, billing variables are current, and administrative paperwork matches clinical requisitions.
• Patient & Provider Liaison: Act as a centralized clinical point of contact for patients and referring physicians. Coordinate and track internal and external marketing and referral channels.
• Pre- and Post-Operative Education: Answer inbound inquiries regarding upcoming operations. Deliver comprehensive, service-specific instructions and patient education materials, both verbally and through printed documentation.
• Financial Arrangements Coordination: Discuss and arrange financial expectations with patients prior to surgery dates, including coordinating payment structures and gathering required pre-payments.
• Patient Tracking & Data Analytics: Monitor and track patient follow-up pathways utilizing Refract Tracker and Epic. Assist with compiling specialized research study data arrays as requested.
• Operational Troubleshooting: Partner directly with practice management to identify and troubleshoot day-to-day workflow bottlenecks, procedural delays, or scheduling conflicts.
• Departmental Logistics: Prepare and distribute hospital admission reservations and demographic packets. Organize, attend, and schedule formal departmental meetings, and execute special administrative projects as assigned.

Minimum Essential Requirements

• High School Diploma or GED equivalent.
• Professional Credential: Completion of an accredited Medical Assisting program with a current, active Medical Assistant (MA) Certification is required .
• Required Experience: Proven, hands-on prior experience in surgery scheduling is required.
• Industry Portfolio: Minimum 2 years’ experience in a progressive operational busy outpatient practice or medical field.
• Database & Software Skills: Strong general knowledge of computer databases and medical scheduling systems. Direct familiarity with Epic practice management applications is highly preferred.
• Clinical Knowledge Base: Deep proficiency in specialized medical terminology and a solid understanding of structural insurance regulations regarding surgical workflows.
• Interpersonal Excellence: Exceptional organizational, time-management, and multitasking abilities. Must exhibit a compassionate demeanor and the diplomacy necessary to interact professionally with physicians, patients, and families during sensitive care sequences.
• Regulatory Compliance: Ability to work with high independence while maintaining complete patient data confidentiality. Note: Medication access is limited strictly to the distribution of medications directly to the nursing staff.

Licensure, Certifications, and Clearances

• Current and active Certified Medical Assistant (CMA, RMA, CCMA, or NCMA) credential.

Performance-Based Earning Potential

This position features an established clinical compensation matrix designed to incentivize technical expertise, procedural volume accuracy, and practice tenure. Through sustained performance excellence, advanced mastery of specialized surgical and Mohs coding rules, and positive annual operational evaluations, employees have the structural opportunity to progress up to $28.18 per hour over time within the corporate pay scale.

Premier Benefits

• Exceptional Retirement Package: Secure your future with retirement savings accounts featuring competitive company matching structures (up to 8% total contribution framework).
• Comprehensive Healthcare: Direct access to top-tier health, dental, and vision networks with comprehensive medical coverage options for you and your family.
• Generous Paid Time Off: Enjoy an exceptional PTO accrual structure along with 7 paid holidays per calendar year to support your work-life harmony.
• Tuition Assistance: Maximize your career growth with up to $6,000 per academic year in tuition reimbursement, plus exclusive tuition discounts at over 30 partner colleges and universities.