Scheduler

Job Description

Position: Surgery/Procedure Scheduler
Schedule: Monday-Friday | 8:00 AM - 4:30 PM
Location: Fesler Hall (Hybrid)
Position Overview

This role is responsible for coordinating and maintaining physician procedure and surgery schedules to ensure optimal utilization with minimal gaps or unfilled slots. The Scheduler plays a critical role in supporting patient access, improving prior authorization (PA) processes, and reducing denials through proactive communication and documentation management.
Key Responsibilities

• Schedule all surgical procedures, diagnostic tests, and related services accurately and efficiently
• Responsible to manage PA denial transactions
• Proactively backfill cancellations and reschedules to maintain full schedules
• Coordinate with hospitals, surgical centers, and internal departments to secure scheduling availability
• Partner closely with the Prior Authorization (PA) team to ensure timely processing of procedures
• Monitor insurance denials and identify trends; communicate documentation requirements to physicians to reduce future denials
• Ensure timely receipt and verification of physician orders in compliance with regulatory guidelines
• Maintain accurate scheduling records, patient information, and related documentation
• Support charge audit functions and perform general administrative duties as needed

Success Metrics

• Reduction in gaps/unfilled procedural slots
• Improved efficiency and turnaround time in PA processes
• Decrease in insurance denials through proactive documentation support

Required Qualifications

• High school diploma or equivalent required
• Basic computer skills
• General knowledge of medical terminology and anatomy

Preferred Qualifications

• Medical office or healthcare scheduling experience
• Insurance verification experience
• Experience with Cerner scheduling
• Prior experience in a surgical or procedure-based environment

Ideal Candidate Profile

• Self-starter with strong attention to detail
• Comfortable with high-volume scheduling and working with a pain management population
• Not afraid of outreach/cold-calling to fill open slots
• Strong communication and coordination skills

Team Collaboration

• Works daily with the Prior Authorization team
• Coordinates scheduling with surgical centers, hospitals, and internal departments
• Communicates regularly with physicians and clinical staff

Training

• Standard organizational orientation followed by a structured 4-week training plan

Education/Certification (Preferred but Not Required)

• Medical Assistant (MA), LPN, or relevant clerical experience in scheduling and insurance

About Us

• Indiana University Health has nearly 40,000 team members, including more than 3,600 physicians and 1,200 advanced practice providers, and we're home to the largest nursing network in Indiana with more than 9,000 nursing team members at over 800 sites of care.
• IU Health is ranked No. 1 in Indiana by U.S. News & World Report, Riley Children's Health is ranked among the top children's hospitals in the country by U.S. News & World Report.
• A unique partnership with the Indiana University School of Medicine - one of the nation's largest medical schools - gives patients access to groundbreaking research and innovative treatments, and it offers team members access to the latest science and the very best training - advancing healthcare for all.
• With 15 hospitals, including seven with Magnet designation and eight with Pathways to Excellence designation, our team members are leading the way through excellence.
• At Indiana University Health, your personal and professional growth is a top priority. You will have access to many diverse opportunities to learn and develop in meaningful ways that matter most to you, such as advanced clinical training, leadership development, promotion opportunities and cross training development.
• Indiana University Health is invested in the lives of Hoosiers, leading the transformation of healthcare to make Indiana one of the nation's healthiest states.

About the Team

Indiana University Health is Indiana's most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. We're looking for team members who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day.