Surgical Scheduler

Job Description

Job Description

Description:

ABOUT US:

Our focus is to provide our patients with the best healthcare experience through innovation, professionalism, and compassionate care. Our physicians and staff share our passion for patient-centric care and are knowledgeable, skilled, and empathetic to our patients’ needs. We continuously look for ways to improve our patient’s experience through data analytics, patient surveys, and feedback. Our commitment to patient care is also investing in our employees through ongoing continuing education and training.

POSITION SUMMARY:

The Surgery Scheduler is responsible for coordinating all aspects of surgical scheduling for an ophthalmology practice, ensuring a seamless experience for patients and providers. A Surgery Scheduler is the administrative counterpart to a Surgery Counselor. This role serves as the primary liaison between patients, surgeons, and surgical facilities, managing pre-operative and post-operative appointments, insurance authorizations, and patient education. The Surgical Scheduler plays a critical role in ensuring efficient surgical scheduling and a positive patient experience.

KEY RESPONSIBILITIES:

Advanced Patient Care Coordination

• Coordinates and schedules surgeries, ensuring accuracy in procedure details, provider availability, and facility coordination.
• Communicates with patients regarding surgery dates, instructions, and necessary preparations, including pre-operative and post-operative care.
• Secures insurance authorizations and verifies coverage for surgical procedures, working closely with insurance companies and patients.
• Ensures all pre-operative requirements, such as medical clearances and diagnostic testing, are completed before surgery.
• Acts as a liaison between the practice, surgical facilities, and patients to ensure seamless coordination.
• Provides patients with detailed financial information regarding surgical costs, payment plans, and insurance coverage.
• Maintains an organized scheduling system to prevent conflicts and optimize surgical efficiency.
• Assists in the development and implementation of scheduling policies and best practices to improve workflow.
• Monitors and follows up on post-operative appointments to ensure continuity of care.
• Ensures compliance with HIPAA and OSHA regulations, maintaining patient confidentiality and safety at all times.
• Addresses and resolves scheduling conflicts, cancellations, or patient concerns promptly and professionally.
• Ensures 20/20 Patient Experience by:
• Anticipating patient’s registration and billing needs,
• Anticipating patient’s needs, such as water, snacks, etc.
• Providing consistent customer care

Other Responsibilities

• Demonstrate a strong commitment to confidentiality, ensuring that all patient information is protected and handled in compliance with applicable regulations.
• Strong attention to detail, ensuring accurate record-keeping and documentation.
• Participate in all required training and employee engagement activities.
• Proficient with Microsoft Office Suite or related software
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail

REQUIREMENTS:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in healthcare administration or a related field preferred.
• Minimum of two years of surgical scheduling experience in healthcare, preferably in ophthalmology.
• Advanced proven knowledge of all front desk procedures.
• **If internal applicant, must qualify for PEC II. Must have a letter of recommendation from someone in leadership within SEES (Manager, Regional
• Director of Clinical Operations for your region, or Support Center Leadership.)
• Completion of at least 10 Qualifying SEES Advancement Credits every 24 months.
• Strong understanding of insurance verification, prior authorizations, and billing procedures related to surgical services.
• Experience with electronic health records (EHR) systems and practice management software.
• Excellent organizational and multitasking skills with attention to detail.
• Strong communication and interpersonal skills to effectively coordinate with patients, providers, and surgical facilities.
• Ability to problem-solve, manage time efficiently, and handle high-pressure situations with professionalism.
• Dependable transportation required for travel to other locations as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Patient Experience – Understanding and anticipating the patient’s needs. Proactively strives to exceed our patient’s expectations and provide ongoing education and communication.
• Proactive- Keep others informed. Ask for help when needed, brings any challenges or concerns of leadership.
• Analytical mind- capable of out-of-the-box thinking to solve problems.
• Professionalism- Displaying cautious, helpful, and ethical behavior. Maintaining composure even under difficult and challenging circumstances.
• Excellent Communication Skills – written & verbal. Focus on becoming an active listening to better understand the needs of co-workers and patients.
• Drive for Results – Strives for improving the patient experience by committing to continuous improvement and doing above and beyond for optimal outcomes.
• Focus on Efficiency – Utilizes technology, innovation, and process improvements to continuously improve efficiency and effectiveness.
• Teamwork- Participates as a team member and establishes strong working relationships with teammates and across the organization.
• Celebrates Change- Receptive to new ideas and responds to changes with flexibility and optimism.
• Forward-thinking attitude – Consider how your actions and behavior influence or affect others, and how this will impact your future growth in the company.
• Continues Learning and Improvement- Acknowledges own strengths and development needs and works to strengthen capabilities.

OWNERSHIP SKILLS:

• Help foster a positive workplace environment that encourages accountability, collaboration, and transparency.??
• Self-awareness; understanding your learning style and personality traits. Focus on your strengths rather than your weaknesses.?
• Pride in one’s work by asking questions when needed, providing feedback, and completing job tasks in a timely manner.?
• Aligning job responsibilities and projects with the company’s goal and mission.?
• Pro-active measures in daily work that anticipate problems and develop solutions.?
• Ask for clarification when needed. Work in an organized and structured environment to minimize stress during busy workdays.?
• Confidence to express ideas and solutions during meetings or projects. Openness to other employees’ opinions and feedback.?
• Establish performance goals and align personal interest and career aspiration with new tasks and responsibilities.
• Offer solutions to problems rather than presenting issues.
• Ask for constructive feedback regarding job performance.???
• Share responsibility for actively maintaining "workload items" for clinical and support buckets.

PHYSICAL REQUIREMENT:

• Exerting up to twenty-five pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
• Have close visual acuity to perform an activity including viewing a computer terminal, extensive reading, interpretation, etc.
• Must possess the physical, mental, and cognitive skills needed to complete essential tasks, including abilities such as learning, remembering, focusing, categorizing, and integrating information for comprehension, problem-solving, and timely decision-making.
• Must be able to be stationary for prolonged periods of time.

COGNITIVE REQUIREMENT:

• Executes tasks independently.
• Learns and memorizes tasks.
• Maintains concentration/focus on tasks.
• Performs task in a demanding environment requiring multi-task and prioritize work.
• Must be comfortable working and interacting with large groups of people daily.

BENEFITS & PERKS:

Generous PTO allowance

Holiday Pay

Health, Dental & Vision

Life Insurance

Short-term disability

Long-term disability

401k with discretionary match

Uniform Allowance (clinic only)

Professional Development

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any characteristic protected by law.