Surgery Scheduler

POSITION: Surgery Scheduler

RESPONSIBLE TO: Clinical Lead / Practice Administrator

JOB SUMMARY: Coordinates and schedules appointments for surgeries and procedures at the ambulatory surgery center or hospital.

EDUCATIONAL REQUIREMENTS:

• High school diploma required.

• Certified Medical Assistant preferred.

QUALIFICATIONS AND EXPERIENCE:

• Knowledge of clinic policies and procedures.
• Knowledge of medical terminology and insurance practices.
• Knowledge of computer programs and applications.
• Knowledge of grammar, spelling, and punctuation to type, review and edit reports, documentation and correspondence.
• Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.
• Knowledge of CPT and ICD-10 coding.
• Ability to be flexible due to changing demands.
• Ability to organize and prioritize tasks effectively.
• Ability to communicate clearly.
• Ability to work with little supervision.
• Ability to establish and maintain effective working relationships with patients, employees, and the public.

Responsibilities include, but are not limited to, the following:

Duties:

• Answers telephone, screens calls, takes messages, and provides information.

• Perform duties of Surgery Scheduler to include, educate patients as to procedure locations, time, and logistics, coordinate activities with ASC’s and hospitals, follow-up scheduling and other recommendations if deemed appropriate by the physician.
• Facilitate scheduling outpatient testing to include laboratory testing, EKG and pre-operative H&P as well as protocol established by the surgeon.
• Books, coordinates and reschedules patients’ surgical appointments. Relays necessary messages to staff.
• Alters physician schedule when necessary and communicates changes to administration, staff and physician.
• Prioritizes telephone messages according to the established protocol.

  • Check voicemails every hour and obtain messages.

  • Documents voice mail message in notebook including, date, time of call, patient, DOB, phone number and message.

  • Returns calls to upcoming surgical patients and answers any pro-op questions regarding labs, medications and basic questions regarding surgery.

  • Returns calls to hospital and send any paperwork requested for upcoming surgeries.

• Maintains patient confidentiality.
• Performs other related duties as required and assigned.

Other

• Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.

• Maintains detailed knowledge of practice management and other computer software as it relates to job functions

• Attends annual CPR, OSHA training programs

• Assists in keeping working area clean at all times.

• Attends all meetings as requested.

• Performs any additional duties as requested by the Lead.

• Sets and exemplifies high ethical standards and holds self and others accountable for conduct.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Typical Physical Demands

Position requires full range of body motion including handling and lifting patients, as well as manual and finger dexterity and eye-hand coordination. Involves standing and walking. Employee will occasionally be asked to lift and carry items weighing up to 70 pounds. Normal visual acuity and hearing are required. Employee will work under stressful conditions, and work irregular hours. Employee will be exposed to bodily fluids on a regular basis.

Typical Working Conditions

Employee will have frequent exposure to communicable diseases, toxic substances, ionizing radiation, medicinal preparations and other conditions common to a clinical environment.