Surgery Scheduler -Specialty Clinic (No Nights/Weekends)

Since 1966, we have been an independently owned specialty clinic in St. Cloud, MN. Our core values include integrity, respect, patient-centered care, teamwork, innovation, open communication, and accountability. St. Cloud Ear, Nose & Throat Clinic (SCENT) is more than just an employer on the cutting edge of ENT care and technology—we are a family. If you thrive in a fast-paced environment and embody our core values in everything you do, we would love to hear from you!

Job Summary

The Surgery Scheduler coordinates and maintains accurate surgery schedules for physicians, ensuring the process is both timely and well-organized. This role involves communicating with patients to schedule surgery, completing all necessary documentation, and managing the scheduling process to ensure accuracy and efficiency. Additionally, the Surgery Scheduler is responsible for obtaining prior authorizations from insurance carriers and submitting health insurance appeals when required. This position requires strong attention to detail, organizational skills, and the ability to handle administrative tasks in a fast-paced medical environment.

Hours

Rotating Monday through Friday 7:30 AM-4:30 PM or 8:00 AM-5:00 PM

Essential Job Functions

• Coordinate with health insurance companies to secure prior authorizations for patients, ensuring follow-up on authorization statuses and keeping patients informed of updates.
• Manage surgery scheduling by receiving calls, contacting patients, completing necessary documentation and coordinating with facilities.
• Educate patients regarding their surgery date, facility, restriction and financial/insurance responsibilities.
• Ensure surgeries are scheduled in an efficient manner to optimize the Physicians’ time.
• Obtain preoperative clearance notes from Primary Care Doctors and required imaging, such as CT scans, for surgery preparation.
• Respond promptly to surgery-related inquiries via phone, returning calls within 24 hours.
• Handle rescheduling requests for surgeries from patients or Physicians and finalize Physicians’ surgery schedules two days in advance.
• Collaborate with surgical facilities to confirm and update surgery schedules, ensuring accuracy and making necessary modifications.
• Attend department and clinic-wide meetings as required and complete daily tasks assigned by the Team Lead.
• Adhere to company policies, procedures, the Mission, and Core Values while upholding the standards outlined in the Employee Handbook.

Required Education and Experience

• A High School Diploma or GED is required; an Associate of Arts degree in a related field is preferred.
• At least one year of experience in a medical facility (e.g., clinic or hospital setting) is required.
• One year of experience in medical appointment or surgery scheduling is preferred.
• Experience with health insurance and Electronic Health Records (EHR) is highly preferred.

Competencies

• Consistent, reliable attendance is essential for success in this role.
• Outstanding phone etiquette and exceptional customer service skills.
• Ability to multitask effectively in a fast-paced environment.
• A natural curiosity to understand processes and a commitment to improving internal workflows.
• Strong attention to detail and a high level of accuracy.
• Self-assured and professional when interacting with Physicians and patients.
• Excellent communication skills, both verbal and written.
• Capable of working independently with minimal supervision.
• Adaptable and flexible in responding to shifting priorities and demands.
• Must be able to work with and handle Protected Health Information (PHI) in compliance with HIPAA regulations and requirements.

Work Environment

The work is conducted in a shared office setting.

Physical Demands

The position involves long periods of sitting and extended use of a computer.

Travel

No travel is required for this role.

Other Requirement

Ability to pass a criminal background check and complete a Tuberculosis screening.

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. St. Cloud Ear, Nose and Throat Clinic reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

St. Cloud Ear, Nose & Throat Clinic has made a commitment to diversity and inclusion in its workforce and is an EEO/AA employer.