OBGYN Surgery Scheduler

Surgery Scheduler

VPFW is seeking a full-time Surgery Scheduler who will be responsible for the accurate and timely scheduling and coordination of our patients' surgical procedures with area hospitals and the VPFW surgery center. This role is responsible for coordinating complex schedules, optimizing operating room and scheduling block time utilization, and facilitating timely communication between patients, internal departments, physicians, and surgical facilities and hospitals. This position is located onsite at VPFW's Koger Center Blvd office in Midlothian, Virginia.

Primary Responsibilities:

• Coordinate surgical scheduling with patients, internal departments, hospital schedulers, and physicians.
• Schedule all preoperative and postoperative appointments related to surgery.
• Communicate with patients to explain the surgical scheduling process, provide pre-op instructions, and address any questions or concerns.
• Obtain appropriate patient consent forms.
• Ensure all surgical orders are completed accurately and available to appropriate parties.
• Generate electronic communications to the patient, including questionnaires and confirmation letters.
• Contact hospitals, insurance companies, and patients to obtain and confirm procedure/delivery authorizations and specialist appointments.
• Cancel and reschedule surgeries, ensuring proper notifications as needed.
• Maintain timely and complete documentation to ensure continuity of patient care.
• Perform all other duties as assigned by management.
• Regular and predictable attendance.

Requirements:

• High school Diploma or equivalent required.
• Two (2) or more years of surgery scheduling experience strongly preferred.
• Four (4) or more years of experience in a medical office setting, including use of medical terminology, customer service, and appointment scheduling required.
• Strong verbal and written communication skills with the ability to convey and receive detailed information.
• Courteous, helpful, and professional demeanor in all interactions, internal and external.
• Demonstrates sound judgment when assessing inquiries to determine the most appropriate response.
• Patient-focused with the ability to address patient concerns, support patient needs, and treat all patients with dignity and care.
• Maintains a strong understanding of physician scheduling preferences.
• Proficient in medical terminology, procedures, HIPAA guidelines, and medical software (ModMed preferred).
• Strong computer skills including proficiency in Office 365 (Word, Outlook, and Excel).
• Ability to prioritize tasks and manage details in a fast-paced clinical setting.
• Demonstrates sound judgment when handling situations not covered by established procedures and seeks guidance when needed.
• Able to perform work accurately and efficiently, particularly during periods of increased workload.
• Position requires extended periods of phone work and extensive sitting.