Surgery Scheduler

Classification: This is a full-time, non-exempt position with benefits.

Description

As an orthopedic office surgery scheduler, your primary responsibility is to effectively manage and coordinate the scheduling of surgical procedures for patients. You will work closely with orthopedic surgeons, patients, and other healthcare professionals to ensure efficient scheduling, accurate documentation, and timely communication. Your attention to detail, organizational skills, and ability to handle sensitive information will contribute to the smooth operation of the orthopedic office.

Primary Responsibilities

1. Surgical Procedure Scheduling:

• Collaborate with orthopedic surgeons to schedule surgical procedures, considering the surgeon's availability, operating room availability, and patient preferences.
• Communicate with patients to explain the surgical scheduling process, provide preoperative instructions, and answer any questions or concerns.
• Gather necessary patient information, including medical history, insurance details, and surgical consent forms.
• Coordinate with hospitals, surgical centers, and other facilities to secure operating room time and necessary resources for each surgical procedure.

2. Preoperative Preparation:

• Ensure all preoperative requirements are fulfilled, including scheduling preoperative tests, consultations, and clearances as required.
• Communicate with patients to provide preoperative instructions, including fasting guidelines, medication adjustments, and any necessary pre-procedure preparations.
• Maintain accurate and up-to-date records of preoperative tests, clearances, and consultations in the patient's electronic health record (EHR).

3. Communication and Coordination:

• Serve as the primary point of contact for patients, surgeons, and other healthcare professionals regarding surgical scheduling.
• Coordinate with the medical office staff, including medical assistants, and front desk personnel, to ensure smooth patient flow and timely communication.
• Communicate surgical schedule changes, updates, and cancellations to all relevant parties promptly.
• Collaborate with Prior authorization team to obtain necessary authorizations and ensure accurate billing information for surgical procedures.

4. Documentation and Record-Keeping:

• Accurately enter and update surgical procedure details in the electronic health record (EHR) system, including surgical codes, dates, and relevant notes.
• Maintain organized and up-to-date surgical schedules, ensuring they are easily accessible and confidential.
• Prepare and distribute surgical schedules, reports, and other relevant documents as needed.
• Assist in compiling statistical data or reports related to surgical scheduling and patient outcomes.

5. Follow-Up and Postoperative Coordination:

• Schedule postoperative appointments and follow-up visits for patients, coordinating with surgeons and other healthcare professionals.
• Provide postoperative instructions to patients, including wound care, medication management, and physical therapy recommendations.
• Assist in arranging any necessary postoperative tests, imaging, or rehabilitation services.

6. Pre-Authorization

• Obtains the necessary authorization from the insurance payer before the procedure.
• Coordinates with providers, clinical teams, and insurance companies to obtain missing information.
• Tracks authorization status, approval/denial, and authorization numbers or expiration dates.
• Communicates any issues or denials to the appropriate team for resolution or peer-to-peer/appeal.
• Ensures authorization is completed before the scheduled procedure to minimize denials, cancellations, delays, and unexpected patient financial responsibility .

Requirements

Requirements

• High school diploma or equivalent (additional education or certification in medical office administration or healthcare management is a plus).

• Proven experience in a medical office or healthcare setting, preferably in surgical scheduling or coordination.

• Familiarity with orthopedic procedures, terminology, and surgical scheduling protocols.

• Excellent communication skills, both verbal and written.

• Strong organizational and time management abilities.

• Attention to detail and accuracy in data entry and record-keeping.

• Proficient in using computer systems and software for appointment scheduling and electronic health records.

• Ability to handle sensitive and confidential information with discretion.

• Empathy and the ability to provide clear and concise instructions to patients.

• Ability to work collaboratively with surgeons, medical staff, and external stakeholders.

• Flexibility to adapt to changing surgical schedules and priorities.

Salary and Benefits

The hourly rate varies based on experience and education level.

We offer competitive compensation and benefits packages.

• Health Insurance (Medical, Dental, Vision)

• Company 401k contribution

• Paid Time Off

• Paid Holidays

• Life Insurance

• Short- and Long-Term Disability Insurance

Application Process

We appreciate your interest in joining The Orthopedic Partners Clinic team. Only candidates selected for further consideration will be contacted.

Note: This job description is intended to outline the general nature and level of work being performed by employees in this role. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required.

We are an Equal Opportunity Employer. We are committed to equal treatment of all employees without regard to race, national origin, religion, gender, age, sexual orientation, veteran status, physical or mental disability or other basis protected by law.