Surgery Scheduler- General Surgery (Santa Monica)

Administrative Assistant III

Work Location: Santa Monica, CA, USA

Onsite or Remote Fully On-Site Work Schedule Monday-Friday 8am-5pm Posted Date 08/31/2026

Salary Range: $31.88 - $45.66 Hourly Employment Type 2 - Staff: Career Duration Indefinite

Primary Duties and Responsibilities

As an Administrative Assistant III, you will be responsible for patients scheduling, surgery scheduling, encountering, and therapeutic and ancillary testing and procedures: obtaining insurance authorizations, answer, screen and respond to incoming calls, prepare all documentation, charts, encountering, and other information needed for physician clinics, schedule patient needed appointments, x-rays, surgery, and tests. Prepare all necessary documents and forward to appropriate departments including insurance authorizations, charge documents and reconciliations and disability and worker's compensation forms. Explain charges to patients and assist patients with billing questions, communicated directly with department billing and Physician Support Services. Serve as a liaison between patients, physicians, nursing units and other UCLA departments. Prepare daily, weekly and monthly reports, as needed. Responsibilities also include providing support in appointment scheduling, pre-registration, patient reception, cash collection and other related duties. Other duties/tasks, as assigned.

Job Qualifications

• Answer phones and redirect callers to appropriate area.
• Schedule new and return appointments, ancillary testing and surgeries.
• Prepare all necessary documents and forward to appropriate departments FMLA, Disability, EDD and worker's compensation forms as needed.
• Verify insurance coverage and obtain authorizations for ancillary tests, and surgeries. Provide daily, weekly, and monthly reports, as requested.
• Document in CareConnect all correspondence from patient and insurance companies.
• Work authorization work ques for assigned Department Unit.
• Explain charges to patients and assist patients with billing questions; communicate directly with PSS, the department billing company.
• Gather charge documents and supporting materials for submission to billing company.
• Complete charge document reconciliation reports. Provide daily, weekly and monthly reports, as requested.
• Preparation for clinics including chart preparation; encounter all patients utilizing UCLA's patient management system, updating demographic and insurance data as necessary.
• Attend clinic to support physicians, as requested.
• Serve as liaison between patients, physicians, nursing units and other UCLA departments.
• Provide exceptional customer service while interacting with patients, physicians, nursing units, other UCLA departments and referring physicians.
• Allocate patient records, reports, correspondence, and other material to the correct files; establish new files as needed.
• Prepare medical letters for patients as directed by the physician (leave request, return to work, etc..)
• Other duties, as assigned.