Outpatient Surgery Scheduler

Pedes Orange County•Irvine, CA

6d•$25 - $28•Onsite

About The Position

We are looking to hire an Outpatient Surgery Scheduler for our vascular center. The Outpatient Surgery Scheduler is responsible for overseeing the full surgical scheduling lifecycle within our ambulatory surgery center. This role serves as the central coordinator between physicians, patients, clinical staff, and insurance carriers — ensuring that every procedure is properly authorized, efficiently scheduled, and that the operating room schedule remains optimally utilized. The ideal candidate brings hands-on experience navigating managed care environments including CalOptima, Medicare, commercial PPOs, and IPA payors.

Requirements

High school diploma or GED required
2–5 years of experience in surgical scheduling, medical scheduling, or a closely related role
Demonstrated experience working with CalOptima, Medicare, PPO plans, and IPA payors
Hands-on experience obtaining prior authorizations and verifying insurance eligibility
Working knowledge of CPT and ICD-10 coding as it relates to surgical procedures and authorization requests
Proficiency with surgical scheduling software, EHR systems, and payer portals
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
Excellent verbal and written communication skills; professional and patient-centered approach
Ability to work independently, take initiative, and problem-solve under pressure
Team-oriented with a collaborative mindset across clinical and administrative functions

Nice To Haves

Associate's or Bachelor's degree in Healthcare Administration or related field preferred
Medical Assistant or billing/coding certification a plus
Direct experience in an outpatient surgery center, hospital OR scheduling department, or surgical specialty practice strongly preferred
Experience with vascular procedures a plus
Bilingual (English/Spanish) a plus

Responsibilities

Manage the daily and future surgical schedule to maintain optimal OR utilization
Coordinate procedure add-ons and same-day scheduling requests efficiently
Proactively identify and fill schedule gaps to minimize downtime and revenue loss
Communicate scheduling changes, cancellations, and updates to surgeons, anesthesia, and clinical staff
Maintain accurate scheduling templates and block time in the scheduling system
Verify patient insurance eligibility and benefits prior to scheduling across all payer types: CalOptima, Medicare (Traditional and Advantage), commercial PPOs, and IPA contracts
Submit prior authorization requests and track approval status through payer portals and phone follow-up
Ensure all required authorizations are in place before the procedure date; escalate denials or delays as appropriate
Interpret authorization requirements including CPT codes, ICD-10 diagnosis codes, and payer-specific criteria
Collect and review physician orders, operative consents, H&P documentation, and pre-operative labs
Confirm all required pre-operative documentation is complete and on file prior to the day of surgery
Maintain accurate records in the EHR and scheduling systems
Communicate missing documentation requirements to referring offices and physician practices
Serve as the primary point of contact for patients regarding scheduling, pre-op instructions, and authorization requirements
Confirm surgery appointments, pre-operative instructions, and arrival times with patients and caregivers
Address patient questions related to insurance coverage, cost estimates, and day-of expectations
Coordinate interpreter services, transportation needs, or other accommodations as necessary
Track and manage surgical cancellations; document reason codes and communicate to appropriate departments
Actively backfill cancelled cases by maintaining a waitlist of ready-to-schedule patients
Evaluate and process urgent and add-on surgical cases in coordination with the charge nurse and surgeon's office
Follow established protocols for late cancellations and no-shows