Surgical Scheduling Optimization Specialist

Position Overview

Layton Aesthetic Plastic Surgery is seeking a Surgical Scheduling Optimization Specialist to coordinate and optimize surgical scheduling activities across the practice.

This position is responsible for organizing surgical calendars, coordinating patients and clinical teams, confirming procedure requirements, monitoring scheduling milestones, and helping ensure surgical days operate efficiently. The specialist will work closely with surgeons, clinical staff, patients, operating-room personnel, and administrative teams to minimize scheduling conflicts and create a smooth experience from surgical planning through the day of the procedure.

Key Responsibilities

Surgical Scheduling

• Coordinate and maintain surgical schedules for procedures, consultations, and related appointments.
• Schedule patients according to provider availability, procedure requirements, facility availability, and established scheduling guidelines.
• Review upcoming surgical calendars to identify conflicts, gaps, overbooking risks, and scheduling inefficiencies.
• Coordinate procedure dates, arrival times, pre-operative appointments, and post-operative follow-ups.
• Monitor schedule changes, cancellations, rescheduling requests, and urgent scheduling needs.
• Maintain accurate scheduling information across practice management and electronic health record systems.

Pre-Operative Coordination

• Confirm that required pre-operative appointments, forms, testing, clearances, and documentation are completed before scheduled procedures.
• Track outstanding requirements and follow up with patients or internal departments as needed.
• Communicate preparation instructions and appointment details clearly to patients.
• Coordinate required information between the surgical team, patients, and applicable facilities.
• Escalate incomplete or time-sensitive requirements that could affect the surgical schedule.

Schedule Optimization

• Monitor surgical calendars for opportunities to improve workflow and utilization.
• Coordinate appointment timing to reduce unnecessary gaps and scheduling disruptions.
• Help balance provider availability, procedure duration, room availability, and patient needs.
• Identify recurring scheduling problems and recommend administrative process improvements.
• Maintain scheduling reports and track relevant operational metrics.
• Assist management with evaluating scheduling trends, cancellations, delays, and utilization.

Patient Communication

• Serve as a primary administrative contact for patients regarding surgical scheduling.
• Communicate procedure dates, arrival instructions, appointment changes, and scheduling requirements.
• Respond professionally to patient questions and scheduling concerns.
• Coordinate rescheduling while maintaining appropriate communication with the surgical and clinical teams.
• Provide a welcoming and organized patient experience throughout the scheduling process.

Surgical Team Coordination

• Communicate daily and upcoming schedule changes to surgeons and clinical staff.
• Coordinate with surgical facilities and external partners when applicable.
• Ensure the appropriate administrative information is available for scheduled procedures.
• Notify relevant team members of cancellations, additions, scheduling changes, or unresolved requirements.
• Support smooth communication between front-office, clinical, and surgical operations.

Records & Administrative Support

• Maintain accurate patient scheduling and surgical documentation.
• Verify demographic, contact, procedure, and appointment information.
• Document scheduling communications and follow-up activities.
• Protect patient information and maintain confidentiality.
• Assist with reports, scheduling audits, and administrative projects as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in healthcare scheduling, surgical coordination, medical administration, patient access, or a related field.
• Strong organizational and calendar-management skills.
• Excellent verbal and written communication.
• Ability to manage multiple appointments, deadlines, and priorities simultaneously.
• Strong attention to detail and data accuracy.
• Comfortable working with electronic health records, scheduling platforms, email, and standard office software.

Preferred

• Experience in plastic surgery, cosmetic surgery, dermatology, ambulatory surgery, or another specialty medical practice.
• Previous surgical scheduling or operating-room coordination experience.
• Familiarity with pre-operative and post-operative scheduling workflows.
• Experience coordinating physicians, surgical facilities, anesthesia teams, or clinical staff.
• Familiarity with EHR and practice-management systems.
• Knowledge of HIPAA and healthcare privacy requirements.

Core Competencies

• Surgical scheduling coordination
• Calendar optimization
• Patient communication
• Healthcare administration
• Workflow coordination
• Problem resolution
• Time management
• Attention to detail
• Data accuracy
• Confidentiality
• Cross-functional communication
• Customer service

Pay: $25.53 - $30.74 per hour

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Paid time off

Work Location: Remote