Job Title: Surgical Scheduler

Job Description

The Surgical Scheduler plays a vital role in ensuring the efficient coordination of ambulatory clinical services. Operating within a team-based structure and following departmental protocols, the Scheduler evaluates the urgency and nature of scheduling requests and provides timely, accurate, and compassionate service to patients, providers, and referring offices. This position requires a high level of professionalism, attention to detail, and customer service.

Responsibilities

• Evaluate and prioritize scheduling requests, ensuring timely and accurate appointment coordination.
• Provide courteous and professional service to patients, providers, and referring offices.
• Build and maintain monthly provider schedules and clinic calendars; adjust for time off, emergencies, and last-minute changes.
• Schedule surgical procedures and coordinate pre- and post-operative appointments, lab work, and manage appointment changes and cancellations to patients and reschedule as needed.
• Book diagnostic tests and specialized appointments, ensuring patients receive necessary instructions and paperwork.
• Receive and direct patients and visitors; verify insurance and referral information.
• Initiate billing processes and process fee-for-service payments.
• Maintain and update patient records, charts, and medical documentation.
• Coordinate departmental meetings, conferences, and events.
• Generate and manipulate reports using data systems; compile clinical and statistical summaries.
• Draft and edit correspondence, reports, and educational materials.
• Maintain office supplies and filing systems.
• Provide backup coverage for reception and support staff as needed.

Essential Skills

• Customer Service Excellence: Demonstrated ability to interact professionally and compassionately with patients, families, and care teams.
• Phone Communication: Experience handling high call volumes with sound judgment and active listening to assess and direct inquiries appropriately.
• Organizational Skills: Strong attention to detail and ability to manage multiple tasks under pressure and time constraints.
• Written Communication: Proficiency in English grammar, spelling, and punctuation; ability to handle confidential information in compliance with HIPAA.
• Reliability: Proven record of punctuality, attendance, and dependability.

Additional Skills & Qualifications

• Proficiency in EPIC (scheduling, messaging, chart review).
• Familiarity with medical terminology and electronic medical records.
• Experience with ACD lines, call queues, and multi-line phone systems.
• Spanish language proficiency.