Surgery Scheduler

Surgery Scheduler

Status: Full-Time

Locations: Tarzana and La Crescenta clinics.

Schedule: Monday through Friday

Compensation: $23.00 per hour to $27.00 per hour depending on experience, credentials, and education.

Job Summary:

The Surgery Scheduler schedules all surgical procedures and assures that all of the appropriate clinical and insurance coding information is collected for the surgery schedule. Scheduler receives requests to schedule procedures from physician offices and schedules the procedure according to established guidelines. Scheduler provides accurate information so that all departments may view daily and maintains open communication with hospital departments and physician offices regarding schedule changes.

Essential Functions:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time with reasonable accommodation.

Key Responsibilities
• Schedule gynecologic surgical procedures, including outpatient and inpatient surgeries.
• Coordinate surgery dates and times with physicians, operating rooms, hospitals, ambulatory surgery centers, and anesthesia teams (if applicable).
• Communicate with patients regarding surgery dates, arrival times, pre-operative requirements, and post-operative appointments.
• Obtain and coordinate necessary surgical orders, medical records, laboratory results, imaging, and pre-operative clearances.
• Verify insurance benefits and coordinate prior authorizations, referrals, and other payer requirements.
• Ensure appropriate CPT, ICD-10, and procedure information is documented and ommunicated to the appropriate departments.
• Maintain accurate and up-to-date surgical schedules and patient records.
• Coordinate pre-operative testing and appointments according to physician and facility requirements.
• Communicate changes, cancellations, and rescheduling needs promptly to patients and clinical staff.
• Work closely with physicians and clinical teams to resolve scheduling conflicts and identify appropriate surgical dates.
• Monitor surgery readiness and follow up on outstanding requirements before the scheduled procedure.
• Provide patients with clear instructions regarding pre-operative preparation, medications, fasting, transportation, and arrival procedures.
• Assist with coordinating post-operative follow-up appointments.
• Maintain patient confidentiality and comply with HIPAA and organizational policies.
• Provide professional, compassionate customer service to patients who may be experiencing anxiety or uncertainty related to surgery.
• Perform other administrative duties related to surgical coordination as assigned.
• Employees who hold a current Medical Assistant (MA) certification may be asked to provide MA coverage and support as needed.
• Provide front desk coverage as needed, including checking in patients, scheduling appointments, answering telephone calls, and assisting with other front desk responsibilities.
• Travel to other clinic locations, as needed, to provide surgical scheduling support, assist with workflow coverage, and coordinate patient and provider needs across multiple sites.

Key Competencies:
• Strong customer service background, preferably in a healthcare setting.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive patient information appropriately.
• Professional, empathetic, and patient-focused approach.

Education and Experience:
• High school diploma or equivalent required; associate or bachelor's degree in healthcare administration or a related field preferred.
• Previous experience in medical scheduling, surgical scheduling, physician office administration, or a healthcare setting preferred.
• Experience with gynecology, women's health, surgery, or an operating room environment is highly desirable.
• Knowledge of medical terminology, insurance processes, referrals, and prior authorizations.
• Familiarity with electronic medical records (EMR/EHR) and scheduling systems.
• Experience coordinating complex gynecologic procedures.
• Knowledge of surgical facility and operating-room scheduling processes.
• Familiarity with insurance authorization and medical necessity requirements.
• Experience working with physicians, hospitals, ambulatory surgery centers, and anesthesia departments.