Surgery Scheduler

Position Summary:

The Surgery Scheduler is responsible for coordinating and scheduling surgical procedures for physicians and patients at Grand Valley Surgery Center and Lake Drive Surgery Center. This position serves as a key liaison between patients, physicians, surgery center staff, anesthesia providers, insurance companies, and external healthcare organizations. The Surgery Scheduler ensures all surgical cases are scheduled accurately, efficiently, and in compliance with clinical, regulatory, and payer requirements while providing exceptional customer service.

Essential Duties and Responsibilities:

Surgery Scheduling

• Schedule surgical procedures for physicians in accordance with operating room availability and provider schedules.
• Coordinate surgery dates, times, and locations with patients and providers.
• Maintain physician block schedules and optimize operating room utilization.
• Schedule add-on and urgent procedures as needed.
• Confirm surgery details with patients and providers prior to the procedure date.
• Reschedule procedures as necessary due to patient, physician, facility, or insurance-related changes.

Patient Coordination

• Serve as the primary point of contact for patients regarding surgical scheduling.
• Educate patients regarding surgery dates, arrival times, fasting instructions, and required pre-operative appointments.
• Ensure patients have completed all required consent forms and pre-operative paperwork.
• Communicate professionally and compassionately with patients and families throughout the scheduling process.

Insurance Verification and Authorizations

• Obtain and verify insurance information.
• Coordinate prior authorizations and referrals as required by insurance carriers.
• Ensure authorization approvals are received prior to scheduled procedures.
• Communicate financial responsibilities to patients when applicable.

Medical Records and Documentation

• Collect and verify all necessary surgical documentation.
• Ensure physician orders, history and physical reports, laboratory results, imaging studies, and other required records are received and available prior to surgery.
• Maintain accurate documentation within the electronic medical record (EMR) and scheduling systems.
• Ensure compliance with HIPAA and patient confidentiality requirements.

Interdepartmental Coordination

• Collaborate with surgeons, anesthesia providers, nursing staff, operating room personnel, and administrative teams.
• Communicate schedule changes promptly to all affected parties.
• Assist with ensuring appropriate staffing and resource allocation for surgical cases.
• Coordinate with external facilities and physician offices as necessary.

Administrative Responsibilities

• Answer incoming calls related to surgical scheduling.
• Monitor scheduling work queues and follow-up tasks.
• Generate reports and maintain scheduling metrics as requested.
• Participate in process improvement initiatives to increase scheduling accuracy and efficiency.
• Perform other duties as assigned.

Required Qualifications:

• High school diploma or GED required.
• Minimum of 2 years of medical scheduling experience, preferably surgical scheduling.
• Knowledge of medical terminology.
• Experience with insurance verification and prior authorizations.
• Proficiency in electronic medical records (EMR) systems and Microsoft Office applications.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively within a team environment.

Preferred Qualifications:

• Prior experience in an ambulatory surgery center (ASC), surgical practice, fertility practice, hospital, or specialty clinic.
• Experience with Epic or a comparable EMR system.
• Certified Medical Administrative Assistant (CMAA) or similar certification.

Required Competencies:

• Exceptional customer service skills.
• Attention to detail and accuracy.
• Strong time management and prioritization abilities.
• Ability to handle confidential information appropriately.
• Professionalism and problem-solving skills.
• Adaptability in a fast-paced healthcare environment.
• Ability to manage multiple providers and surgery schedules simultaneously.

Physical Requirements:

• Prolonged periods of sitting and computer use.
• Ability to communicate effectively by telephone and in person.
• Occasionally lift and carry up to 15 pounds.

Work Schedule:

• Full-time position.
• Monday through Friday.
• Hours may vary based on surgery center operational needs.

Performance Expectations:

Success in this role will be measured by:

• Scheduling accuracy.
• Timely completion of prior authorizations.
• Efficient utilization of operating room schedules.
• Patient satisfaction.
• Provider satisfaction.
• Compliance with organizational policies and regulatory requirements.

Grand Valley Surgery Center and Lake Drive Surgery Center are committed to providing exceptional patient care through teamwork, professionalism, and operational excellence. The Surgery Scheduler plays a critical role in ensuring a seamless and positive surgical experience for every patient.