What are the responsibilities and job description for the Patient Access Supervisor, Surgery Scheduling, UT Health Austin position at University of Texas at Austin?
Job Posting Title:
Patient Access Supervisor, Surgery Scheduling, UT Health Austin
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Hiring Department:
Dell Medical School
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt
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Earliest Start Date:
Apr 04, 2025
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General Notes
The Surgery Scheduling Department with UT Health Austin at the Dell Medical School is seeking a Patient Access Supervisor.
Purpose
The Patient Access Supervisor for the Surgery Scheduling Department is responsible for overseeing the daily operations of the surgical scheduling team, ensuring efficient, accurate, and timely coordination of surgical procedures. This role involves supervising scheduling staff, optimizing workflows, monitoring key performance metrics, and implementing process improvements to enhance patient access and provider satisfaction. The Supervisor collaborates closely with surgeons, clinical teams, and administrative leadership to manage scheduling protocols, resolve escalations, and ensure compliance with institutional policies and regulatory requirements. Additionally, this position provides training, coaching, and performance management to scheduling staff, fostering a high-performance work environment that prioritizes patient-centered care and operational efficiency.
Responsibilities
- Supervise the surgical scheduling team, ensuring adherence to standardized scheduling workflows and best practices.
- Monitor department performance, including scheduling accuracy, productivity, and patient access metrics, and implement process improvements as needed.
- Act as a liaison between scheduling staff, surgeons, clinic teams, and hospital departments to ensure seamless coordination of surgical cases.
- Oversee schedule optimization, managing surgeon block time and minimizing scheduling conflicts or inefficiencies.
- Ensure compliance with UTHA policies, regulatory requirements, and HIPAA guidelines in all scheduling activities.
- Provide ongoing training, mentorship, and professional development opportunities for scheduling staff.
- Handle escalated scheduling issues, patient concerns, and operational challenges in a timely and effective manner.
- Collaborate with leadership to identify resource needs, advocate for process enhancements, and contribute to strategic planning initiatives.
- Perform other related duties as assigned.
Knowledge, Skills & Abilities:
- Comprehensive understanding of surgical scheduling processes, including case coordination, pre-authorization, and block scheduling.
- Experience working with electronic health record (EHR) systems and surgical scheduling resources, such as Epic, Athena, and Cerner.
- Strong knowledge of medical terminology, insurance verification, and regulatory guidelines related to surgical scheduling.
- Proven ability to supervise, coach, and develop a team, ensuring high performance and accountability.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with clinical teams, surgeons, and administrative staff.
- Strong organizational and multitasking skills, with the ability to manage priorities in a fast-paced healthcare environment.
- Proficiency in data analysis and reporting, with the ability to assess scheduling efficiency and implement improvements.
- Commitment to patient-centered care by ensuring accessibility and efficiency in scheduling operations.
- Ability to maintain confidentiality and adhere to HIPAA regulations.
Required Qualifications
Bachelor’s degree in healthcare administration, business administration, or a related field. Relevant work experience may be considered in place of a degree. Minimum of 5 years of experience in patient access, surgical scheduling, or healthcare operations. At least 5 years of supervisory or leadership experience in a healthcare setting.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Bachelor’s degree in healthcare administration, Business Administration, or a related field. 5 years of experience in patient access, surgical scheduling, or healthcare operations. 5 years of supervisory or leadership experience in a healthcare setting. Experience with Epic, Athena, Cerner, or other electronic health record (EHR) systems for surgical scheduling. Knowledge of process improvement methodologies. Experience managing provider surgery schedules and optimizing surgical scheduling efficiency. Strong background in data analytics and performance improvement related to patient access and scheduling. Prior experience in a hospital or large multi-specialty practice setting.
Salary Range
$60,000 depending on qualifications
Working Conditions
- Primarily works in an office setting within a healthcare providers, staff, or outpatient surgical center.
- Frequent interaction with surgeons, clinical staff, schedulers, and administrative teams.
- May require occasional travel between locations or departments for meetings and operational oversight.
- Requires prolonged periods of sitting, working at a computer, and using a telephone.
- Some standing and walking may be necessary to oversee scheduling operations and attend meetings.
- May occasionally need to lift or move files, office supplies, or small equipment (typically under 25 lbs).
- Full-time position with a standard schedule (e.g., Monday–Friday, daytime hours).
- May require occasional extended hours or flexibility to accommodate scheduling demands, urgent cases, or leadership meetings.
- On-call availability may be required to address urgent scheduling issues or system-related concerns.
- Fast-paced environment with multiple competing priorities and deadlines.
- High level of responsibility in ensuring scheduling efficiency, compliance, and patient satisfaction.
- May involve handling sensitive or confidential patient information in accordance with HIPAA regulations.
Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an
equal opportunity/affirmative action employer
, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original
documents
to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
- E-Verify Poster (English)[PDF]
- E-Verify Poster (Spanish)[PDF]
- Right To Work Poster (English)[PDF]
- Right To Work Poster (Spanish)[PDF]
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in
HOP-3031
.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may
access the most recent report here
or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.Salary : $60,000
