Surgical Scheduler

Job Description

Job Description

We immediately need a full-time Surgical Coordinator for our growing Orthopedic Practice. This position will work in either the Warrington or Doylestown, PA office. Candidates who reside in Bucks County, PA, are preferred. The primary responsibilities will be to pre-certify and schedule surgeries and code procedures.  

The ideal candidate will have demonstrated experience in surgical scheduling, including independently managing insurance pre-authorizations and pre-certifications for surgical procedures.

MUST HAVE SKILLS:

• HIPAA compliant
• AT LEAST 1 year of prior experience as a Surgical Coordinator or Scheduler
• Multitasking experience
• Experience in office administration, clerical duties, and front desk operations
• Knowledge of medical terminology, EMR systems, and HIPAA regulations.  

PREFERRED SKILLS:

• Familiarity with Microsoft Office and customer service experience
• good communication and interpersonal skills,

Position Summary:

The Surgical Scheduler is responsible for coordinating and scheduling surgical procedures for physicians and advanced practice providers across Bucks County Orthopedic Specialists. This role works closely with patients, providers, hospitals, surgery centers, and insurance companies to ensure surgical cases are scheduled accurately, efficiently, and on time.

The Surgical Scheduler serves as a key point of contact for patients throughout the surgical scheduling process by providing procedural information, coordinating pre-operative requirements, obtaining authorizations, and maintaining clear communication between all parties involved in patient care. This position plays an important role in supporting efficient surgical operations, accurate documentation, and a positive patient experience.

Essential Duties and Responsibilities:

• Coordinate and schedule surgical procedures with hospitals, surgery centers, physicians, and patients.
• Coordinate and obtain insurance pre-authorizations, pre-certifications, and required approvals for scheduled surgical procedures, ensuring all necessary documentation is submitted accurately and within established deadlines.
• Verify insurance coverage, determine procedure-specific authorization requirements, and communicate with insurance carriers, medical providers, and patients to resolve authorization issues and prevent scheduling delays.
• Communicate with patients and families regarding surgical scheduling, preparation instructions, and procedural information.
• Obtain insurance authorizations and pre-certifications for surgical procedures and related services.
• Verify referrals, insurance requirements, and required surgical documentation before procedures.
• Coordinate surgical schedules and maintain ongoing communication with providers regarding surgical cases and schedule changes.
• Prepare and maintain surgical documentation, consent forms, orders, and related records.
• Review and track operative reports, hospital information, and surgical documentation as required.
• Maintain accurate documentation within the electronic medical record (EMR/EHR) system.
• Assist with surgical coding, billing-related documentation, and charge preparation as needed.
• Coordinate communication between providers, clinical staff, hospitals, surgery centers, physical therapy offices, and outside vendors.
• Support front office operations, scheduling, phone coverage, and administrative duties as needed.
• Assist with scanning, filing, faxing, and other clerical responsibilities.
• Follow HIPAA guidelines and maintain patient confidentiality at all times.
• Promote a professional, compassionate, and patient-focused environment.
• Perform additional administrative or operational duties as assigned.

Required Qualifications:

• Minimum of one (1) year of previous experience in surgical scheduling, medical scheduling, or a physician practice environment preferred.
• Previous experience obtaining surgical pre-authorizations and pre-certifications from commercial insurance carriers and government-sponsored insurance programs.
• Working knowledge of medical terminology, insurance authorization processes, and EMR/EHR systems.
• Experience with EMR SYSTEMS is REQUIRED.
• Strong communication, organizational, and multitasking skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Proficiency with Microsoft Office and general office systems.
• Knowledge of HIPAA and patient confidentiality standards.