Surgery Scheduling Supervisor - Orthopedic Clinic

Surgery Scheduling Supervisor - Orthopedic Clinic Orthopedic Specialists of Seattle Clinic, 2409 N 45th St, Seattle, Washington Job Description The Surgery Scheduling Supervisor ensures timely, accurate, and patient-centered access to surgical and imaging care. The role provides direct leadership and operational oversight for Prior Authorization, Surgery Scheduling, and MRI Scheduling teams, optimizing schedules, completing pre-operative requirements efficiently, and ensuring compliance. Position Summary The Surgery Scheduling Supervisor partners closely with clinic and ASC leadership to manage daily operations, mentor and develop staff, drive continuous improvement initiatives, and enhance patient experience, provider productivity, financial performance, and regulatory compliance. This position demonstrates mastery of scheduling operations and serves as a key resource for resolving complex access, authorization, and scheduling challenges. Key Duties and Responsibilities Lead and supervise Surgery Scheduling, Imaging Scheduling, and Authorizations/Benefits teams, ensuring clear expectations and performance standards. Coach, train, and develop staff to promote consistency, engagement, and high performance. Support recruiting, onboarding, competency development, and cross‑training of team members. Partner with management on performance reviews, goal setting, corrective action, and terminations as needed. Promote positive leadership, open communication, and staff engagement while modeling professionalism and emotional intelligence. Manage staffing, scheduling, timesheets, and time‑off requests to ensure appropriate coverage. Oversee scheduling of surgical procedures, imaging, and related pre‑ and post‑operative appointments. Optimize patient access and schedule utilization by actively managing clinic, surgery, and MRI schedules to reduce gaps, cancellations, and underutilization. Monitor turnaround times and accuracy, proactively addressing trends that contribute to denials, delays, or rescheduling. Serve as the primary escalation point for complex scheduling, authorization, and access issues. Research, resolve, and prevent scheduling discrepancies; maintain accurate workflows, training materials, and standard operating procedures. Manage provider templates and update physician schedules based on volume, access needs, and changes in availability. Track, analyze, and report key performance indicators (KPIs) including fill rates, backlogs, timeliness, denials, cancellations, and conversion rates. Support financial transparency and upfront collection efforts, including oversight of Good Faith Estimate timeliness and accuracy. Lead continuous improvement initiatives to enhance scheduling efficiency, reduce backlogs, prevent denials, and improve patient access. Partner with leadership to design, implement, and sustain workflows, policies, and scheduling standards. Lead adoption of technology and automation solutions, including self‑scheduling tools, dashboards, and workflow automations. Education/Experience High school diploma or GED required; bachelor’s degree preferred. Minimum of two (2) years of experience in surgery scheduling or a related role. Minimum of two (2) years of experience in a supervisory or lead role within a medical or surgical scheduling environment; high school diploma or GED required, bachelor’s degree is a plus. Required Qualifications Experience with surgical or medical clinic scheduling and operations. Working knowledge of HIPAA/privacy regulations, medical terminology, and office workflows. Experience with insurance eligibility, benefits, and prior authorizations. Strong communication skills, including the ability to de‑escalate patient concerns. Highly organized, detail‑oriented, and able to prioritize in a fast‑paced environment. Preferred Qualifications Prior leadership, training, or team‑lead experience. Ability to analyze data, identify trends, and support operational improvements. Adaptable, professional, and composed in high‑pressure or changing environments. Work Environment/Physical Demands The work environment and physical demands are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable differently abled persons to perform the essential functions. Work may be performed in an office and clinical environment. Requires corrected vision and hearing to normal range. While performing the duties of this job, the associate is regularly required to talk or hear, sit for long periods, stand, walk, bend, and stretch. Use of telephone and computer is required. Manual dexterity required for use of computer keyboard. Occasionally lifts and carries items weighing up to 40 pounds. May require working under stressful conditions or working irregular hours. Benefits Medical, dental, and vision insurance; 401(k) with match and profit sharing; generous paid time off/sick and safe leave; holiday pay; life and LTD; performance incentives; Learning Management System offering free CEUs; team member referral program; and free coffee and weekly lunches. Travel Requirement Travel between Wallingford and Ballard offices required, based on business needs. #J-18808-Ljbffr Proliance Surgeons, Inc.