Surgery Scheduler

Surgery Scheduler

Neuroscience Group is currently looking for a full time Surgery Scheduler to join our team. As an essential part of the Neuroscience Group's Supportive Services Team, the Surgery Scheduler supports our mission by coordinating all surgical and procedural scheduling for our neurosurgery providers. This role plays a key part in creating a positive patient experience, ensuring clear communication, timely scheduling, and accurate documentation. The Surgery Scheduler supports NSG's standards of compassion, teamwork, and operational excellence by helping patients navigate their surgical journey with confidence and clarity.

For over thirty years, Neuroscience Group has provided excellent neurologic care for the Fox Valley and Northeast Wisconsin. Ours is the only medical facility in the area that combines neurosurgery, neurology, orthopedic spine surgery, interventional and non-interventional pain management and physical therapy. Our practice has grown to over 50 providers and serves patients in nine outlying clinics scattered throughout the region. Our mission is to improve lives by providing the very best in brain, spine and pain care and we do that by living our company core values: compassionate care, teamwork, fiscal responsibility, continuous learning, leadership and community involvement.

Essential Responsibilities

• Schedules hospital- and ASC-based neurosurgical procedures using computerized scheduling systems.
• Builds surgical cases in Epic according to surgeon requests, clinical orders, and NSG's standardized workflows.
• Secures operating room time by communicating with hospital board runners and ASC scheduling teams.
• Coordinates preoperative and postoperative appointments for surgery patients.
• Schedules any ancillary imaging, testing, or procedures required prior to surgery, both within and outside the organization.

Communication & Coordination

• Notifies surgical representatives, neuromonitoring vendors, and appropriate clinical partners of all scheduled cases, including updates or changes to date, time, or facility.
• Answers incoming calls related to surgery scheduling using proper telephone etiquette and AIDET principles.
• Provides patient education related to pre- and post-operative expectations, testing, and instructions.
• Maintains open communication with providers, clinical services teams, reimbursement services, and facility staff to ensure continuity of care.

Documentation & Authorization Support

• Ensures all required orders, consents, and documentation are completed and sent to the correct facilities in a timely manner.
• Verifies surgical authorization validity and notifies the prior authorization specialist when updates or additional approvals are needed.
• Maintains accurate, timely chart documentation to support workflow continuity and compliance standards.

Team Collaboration

• Actively participates in staff and team meetings.
• Supports fellow schedulers and clinical staff as needed to ensure smooth daily operations.
• Performs additional temporary or permanent duties as assigned by the Surgery Team Coordinator or Manager of Patient Care.

Qualifications

• Minimum 1 year of experience as a Patient Service Representative, Clinical Assistant, Medical Assistant, or similar role in a healthcare setting.
• Prior experience using Epic preferred.
• Strong computer and keyboard proficiency.
• Knowledge of medical terminology required.
• Excellent communication and customer service skills.
• Highly organized and detail-oriented.
• Ability to manage multiple tasks efficiently in a fast-paced environment.
• Strong critical-thinking and problem-solving abilities.

Typical Physical Demands and Working Conditions

• Primarily seated work, with some bending, stretching, and stooping required.
• Occasional lifting of supplies up to 2030 pounds.
• Occasional assistance with wheelchair transfers may be required.
• Requires manual dexterity and hand-eye coordination to operate standard office equipment.
• Must have normal hearing and vision (corrected or uncorrected) for effective communication and safe job performance.

Benefits

• No nights, no weekends, and no holidays!
• Health Insurance
• Health Savings Accounts with a generous employer contribution
• Dental Insurance
• Vision Insurance
• Company paid Long Term Disability and Life Insurance
• Voluntary Life and Short Term Disability Insurance
• Voluntary Accident and Critical Illness Insurance
• Generous PTO and Sick Banks
• 401(k) with guaranteed employer contribution, Profit Sharing, and a Cash Balance Pension Plan
• Employee Assistance Program
• Timber Rattler tickets
• Holiday party, summer picnic, and annual recognition for years of service
• Annual Employee Appreciation Day