Surgery Scheduler and Back Office Admin

Position Details Position: Surgery Scheduler, Back Office Admin Location: Davis, CA Schedule: Full-Time and Part-Time positions Salary: Competitive Salary & Bonus Program Benefits: Health, Dental, Vision, EAP, 401(k), FSA, Costco, AAA, etc. About Us With a growing network of locations, California Foot & Ankle Centers (CALFAC) provides comprehensive podiatric care and surgery, including advanced wound care and amputation‑prevention therapies, lower extremity peripheral nerve surgery, vascular medicine, and reconstructive surgery. We have been serving patients in Northern California for over 60 years, building a loyal patient base while keeping our clinic locations busy with little to no marketing during that time. Our highly competent doctors and medical staff all believe in giving a caring approach to each patient, as well as utilizing the most modern technology available. Further, we conduct clinical trials and podiatric research at all of our locations. As a part of our team, you will be welcome in working with us for years to come as we do good work in our communities. We value team building, and our staff often engage in after‑work activities to build relationships and play an essential role in our community. Job Brief A Surgery Scheduler is responsible for scheduling surgeries for assigned physician(s). Responsibilities include coordinating surgical procedures with multiple hospitals and surgery centers, scheduling and obtaining pre‑operative testing, writing and communicating surgery orders, and collecting necessary documentation for surgeries. This individual works closely with patients, physicians, and the surgery location to provide accurate, timely, and responsive paperwork. A pleasant, calm, and professional demeanor is essential, as the front office staff are the first and last people that patients interact with. As a member of our team, we all provide a high level of efficient patient care while always presenting a caring, ethical, and professional experience for the patients. Essential Functions Coordinates and schedules surgeries, follow‑up appointments as designated by physicians Works with patients, physicians, and others both within the clinic and outside facilities to provide accurate and timely information Coordinates processes and routes all paperwork as required to meet physician and facility requirements Follows all written policies, procedures, and protocols of the clinic, hospitals, and surgery centers Demonstrates courtesy and helpfulness toward patients and their families Can recognize and respond appropriately to urgent/emergent situations per protocols Establishes and maintains effective working relationships with physicians, staff, management, and hospital staff Identifies scheduling barriers and implements solutions to improve scheduling results based on predetermined goals Adheres to policies regarding safety, confidentiality, and HIPAA guidelines Checks insurance and other sources to ensure coverage before scheduling patients Requests and obtains medical records for patients prior to the appointment date Creates and submits Requests for Prior Approval as needed Guides patients through the process by kindly explaining steps and answering their questions and concerns Sends medical records of existing patients upon request and proper authorization Works fluidly in our EHR (EPIC) and other systems to ensure information is accurate and complete Participates in various projects and/or meetings and completes other tasks as assigned by management Cross‑trains and helps coworkers as needed Education and Experience Minimum 2+ years of surgery scheduling experience in Northern California High school diploma required; associate college degree preferred Proficient in Microsoft Word, Excel, fax, printers, scanners, and other office software Experience working in EHR systems (EPIC strongly preferred) Qualifications / Requirements Knowledge and understanding of the workings of medical offices Knowledge and understanding of medical terminology Strong experience working with EHR systems (especially EPIC) Ability to work independently with minimal supervision Must have strong organizational and time‑management skills Can work on multiple tasks and meet deadlines Excellent communication skills Detail‑oriented and must Be a team player Must be able to communicate effectively in Spanish and English in person and over the phone Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, walk, speak, hear, use hands, handle documents, bend and stoop as needed, and reach with hands and arms. The position requires use of a keyboard and computer regularly. Strong vision abilities are required to perform extensive computer‑related work. #J-18808-Ljbffr