Authorization/Surgical Scheduler

Authorization/Surgical Scheduler

Jacksonville Orthopaedic Institute is looking for an Authorization/Surgical Scheduler to join our team at the San Marco office.

The position is full-time with benefits including medical, dental, vision, life and disability insurance, and 401K retirement plan.

Location: 1325 San Marco Blvd. Jacksonville, FL 32207

Schedule: Monday- Friday

The Surgery Scheduler is responsible for the coordination and scheduling of surgical procedures, ensuring timely collection of documentation, pre-operative planning, and insurance authorization. The position requires excellent communication, organization, and problem-solving skills to ensure high-quality patient service and compliance with payer and internal policies.

Essential Job Functions:

Surgical Scheduling & Coordination

• Schedule inpatient and outpatient surgical procedures, testing, and all related pre- and post-operative appointments.
• Triages surgical orders for accuracy (e.g., place-of-service, procedure type, diagnosis codes, and insurance).
• Coordinates schedules with providers, surgical centers, operating rooms, and pre-op departments.
• Utilizes internal scheduling platforms and external facility systems to complete and track scheduling workflows.
• Ensure patients receive proper education and instruction regarding surgical procedures.

Insurance Verification & Authorization

• Verifies insurance eligibility and benefits related to surgical procedures.
• Submits supporting documentation to insurance carriers to obtain prior authorizations and pre-certifications.
• Collaborates with the Surgical Authorization team to understand and navigate payer-specific requirements.
• Notifies patients of their estimated out-of-pocket costs and arranges payments per department policy.
• Follows up on denials and non-authorizations, working with patients, payers, and billing teams to resolve outstanding issues.

Communication & Documentation

• Responds professionally to inquiries from providers, patients, and insurance companies.
• Accurately documents all scheduling and authorization activities in the appropriate systems.
• Follows chain-of-command and risk management protocols for addressing issues beyond assigned scope.
• Collaborates directly with physician clinics to address concerns or clarify surgical instructions and requirements.

Financial & Patient Responsibility Support

• Generates and communicates financial responsibility estimates to patients.
• Monitors surgical account balances and follows up with patients or billing teams regarding unpaid balances or agreements.
• Acts as a resource for benefit-related questions, policy changes, and authorization timelines.

Other Responsibilities

• Scans and attaches relevant documents to patient records.
• Assists with general office tasks including faxing, data entry, and clerical support.
• Adheres to all HIPAA and confidentiality standards.
• Performs other duties as assigned.

Qualifications:

High School Diploma or equivalent required; Associate degree in healthcare or related field preferred.

Must have 3+ years of experience in medical scheduling, authorization, or billing required; surgical scheduling preferred.

Proficiency in medical terminology, CPT/ICD-10 coding, and insurance authorization processes.

Strong knowledge of payer requirements and insurance verification procedures.

Excellent organizational, communication, and customer service skills.

Proficient in Microsoft Office and EMR/EHR systems.

Physical Demands:

Requires sitting 80%, standing 10%, walking 10%.

Requires manual dexterity sufficient to operate a keyboard, mouse and multiple telephone lines.

It is necessary to view computer screens for long periods of time.

Working Conditions

Fast paced orthopedic medical practice environment.

Jacksonville Orthopaedic Institute