Interventional Platform Scheduler - Full Time, Days
About The Position
The Interventional Platform Scheduler performs scheduling and secretarial duties for the Interventional Services Departments. The position schedules appointments and creates procedural cases while collaborating with physicians, clinic schedulers, and other team members. It is part of a centralized scheduling and administrative support team serving the Operating Room, Endoscopy, Cath Lab, and Interventional Radiology departments at the Pleasanton and Livermore locations, while supporting daily operational activities. The role monitors schedules, procedure durations, and room utilization; manages centralized surgery and procedure scheduling; verifies insurance authorizations; and coordinates operating room assignments with nurse managers. The Scheduler also supports patient communications and procedural instructions, documentation management, and scheduling workflow improvements. Duties are performed in accordance with the Hospital’s C-I-CARE Standards. Responsibilities may vary based on departmental or program needs, and additional duties may be assigned.
Requirements
- High school diploma or GED.
- At least two years of procedural-related experience in an ambulatory or acute setting.
- Proficiency with scheduling and Epic clinical systems, Windows-based applications, Excel, and Word.
- Clear written and verbal communication with patients, physicians, staff, and operational partners.
- Strong customer service, organization, prioritization, problem-solving, and attention to detail.
- Ability to manage high call and case volumes, adapt communication to the audience, and remain calm under pressure.
- Ability to build trusted working relationships and contribute effectively to a collaborative team environment.
Nice To Haves
- Medical terminology knowledge.
- At least one year of surgery scheduling experience.
Responsibilities
- Schedule surgical and procedural cases, complete case intake, and create accurate cases in the EMR scheduling application.
- Monitor scheduling grids, case durations, room availability, block utilization, and closures; coordinate room assignments and changes with charge nurses and management.
- Resolve equipment, resource, and room conflicts across the Operating Room, GI Lab, Cath Lab, Interventional Radiology, and medical admissions.
- Collaborate with physicians, clinic surgery schedulers, nurse practitioners, anesthesia, and interdisciplinary teams to coordinate scheduling needs.
- Verify insurance authorizations and ensure required clinical, diagnostic, coding, and administrative documentation is complete before scheduling.
- Review case-specific requirements, anesthesia needs, equipment availability, and other procedural considerations.
- Coordinate physician credentialing, system access, and preference-card updates to maintain scheduling readiness.
- Communicate schedule changes, delays, cancellations, add-on cases, staffing needs, approvals, and equipment issues to appropriate stakeholders.
- Maintain an accurate, conflict-free surgery schedule and participate in daily look-ahead meetings with the core team.
- Serve as a resource for scheduling processes, grid management, and system utilization.
- Manage patient communications, provide appointment and procedure instructions, and support pre- and post-procedure follow-up as needed.
- Obtain, scan, and upload documentation into the EMR.
- Cross-train across scheduling functions, follow hospital policies, and identify workflow improvement opportunities.
- Perform duties in accordance with the Hospital’s C-I-CARE Standards.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
