Surgery Scheduler

Job Description

Job Description

Description:

Department: Clinical Operations
Reports To: Surgery Schedule Manager
Location: Downtown Los Angeles, CA
Employment Type: Full-Time
FLSA Status: Non-Exempt 

Pay Range: $19–$24/hr
Travel: Travel Required – Los Angeles clinic locations as needed

Position Overview

We are seeking a detail-oriented, highly organized Surgery Scheduler who thrives in a fast-paced healthcare environment and understands the importance of coordinating surgical procedures with accuracy, efficiency, and compassion.

The Surgery Scheduler serves as a key point of coordination between physicians, patients, surgery centers, and internal clinical teams . This position is responsible for maintaining surgical schedules, coordinating procedure logistics, securing necessary authorizations, and ensuring that patients are properly prepared for their procedures. Success in this role requires strong organizational skills, proactive communication, and the ability to manage competing priorities while maintaining an exceptional patient experience.

The ideal candidate will communicate clearly, provide timely instructions, respond to patient questions with empathy, and ensure that all necessary arrangements are completed before the day of surgery. In addition to coordinating surgical procedures, this role requires ongoing collaboration with physicians, insurance companies, medical facilities, and clinic staff to resolve scheduling conflicts, manage changes, and ensure that physician schedules are maintained accurately without overbooking . The Surgery Scheduler must be proactive in identifying potential issues, anticipating logistical needs, and following through on outstanding requirements to support a smooth and orderly surgical process.

We are looking for a dependable, resourceful professional who takes ownership of the surgical coordination process, maintains accurate records, communicates effectively, and understands that operational excellence and compassionate patient service are essential to delivering high-quality healthcare.

Key Responsibilities

Surgical Scheduling & Coordination

• Coordinate surgical and procedural dates and times among patients, physicians, hospitals, and surgery centers.
• Maintain accurate and up-to-date physician surgical calendars, ensuring cases are scheduled appropriately around physician availability.
• Monitor surgical schedules, identify potential conflicts, and work proactively with physicians and clinical teams to resolve issues in a timely manner.
• Coordinate procedure logistics to maximize scheduling efficiency without overbooking physicians or compromising patient care.
• Communicate schedule changes, cancellations, and changes in surgical location to all relevant parties.
• Ensure that all arrangements are completed in advance to support a timely, organized, and efficient surgical process.

Patient Communication & Preparation

• Serve as a primary point of contact for patients throughout the surgical scheduling process.
• Provide clear preoperative and postoperative instructions and assist patients with questions regarding their procedures and related arrangements.
• Follow up on outstanding requirements to ensure patients are appropriately prepared for surgery.
• Coordinate with patients and clinical staff to obtain necessary medical documentation, including histories and physicals, physician orders, and other required records.
• Communicate with patients in a professional, compassionate, and timely manner, recognizing the importance of helping patients feel informed and supported.
• Schedule dispensary patients and assist with checkout functions, including future appointment scheduling and verification of patient demographics.

Insurance Authorization & Documentation

• Obtain required insurance pre-certifications and authorizations for scheduled procedures.
• Prepare and fax patient packets to surgical facilities, ensuring that required histories and physicals, physician orders, and supporting documentation are included.
• Track pending histories and physicals and follow up with the appropriate parties to obtain outstanding documentation.
• Scan, upload, and maintain complete, accurate, and up-to-date patient and surgical scheduling records.
• Ensure that required documentation is communicated to the appropriate medical facilities before scheduled procedures.
• Maintain awareness of applicable HIPAA requirements and handle patient information in accordance with privacy and confidentiality standards.

Operational Support & Collaboration

• Coordinate special equipment and supplies requested by physicians for specific procedures.
• Maintain consistent communication with physicians, clinical staff, insurance representatives, and external medical facilities to support effective surgical coordination.
• Identify potential scheduling or documentation issues and proactively communicate solutions to physicians and relevant team members.
• Assist with administrative and clerical duties necessary to support surgical scheduling and clinic operations.
• Support additional operational needs as required to maintain efficient workflows and a positive patient experience.
• Perform other duties as assigned.

Qualifications

• High school diploma or GED required.
• 2–3 years of surgery scheduling experience required.
• Experience in an Ear, Nose, Throat (ENT) and Allergy specialty clinic preferred.
• Bilingual fluency in English and Spanish is required.
• General knowledge of HIPAA requirements and CPT codes.
• Ability to manage a high-volume caseload in an organized and efficient manner.
• Strong attention to detail and the ability to maintain accurate scheduling records and patient documentation.
• Ability to identify potential scheduling conflicts and proactively recommend solutions to physicians.
• Strong communication and interpersonal skills, with the ability to maintain effective working relationships with internal staff and external medical facilities.
• Ability to read and interpret handwritten and transcribed medical records and documentation.
• Proficiency in entering complete and accurate information into computer systems.
• Ability to travel between LA CENTA clinic locations throughout the Los Angeles area as needed.