Procedure Scheduler

Valley Health Systems Inc•Huntington, WV

23h•$18 - $22

About The Position

The Surgical Procedure Scheduler coordinates surgical procedures with providers, hospitals, surgery centers, patients, and other stakeholders. The role manages procedure scheduling, insurance authorizations, preoperative requirements, and patient financial responsibility, while collaborating with clinical and revenue cycle teams to support timely, accurate, and patient-centered care. The scheduler reviews surgical orders and supporting documents, maintains procedure and authorization information in the EHR and approved tracking systems, coordinates pre-admission testing and preoperative appointments, communicates schedule changes, and follows up on outstanding requirements. The role also submits and tracks authorization requests, including retroactive requests, communicates estimated patient financial obligations and available assistance resources, and escalates unresolved barriers or concerns to appropriate teams. The position requires accurate documentation, protection of patient information, compliance with HIPAA and organizational policies, professional service, and participation in audits, training, meetings, and quality-improvement activities. Work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Responsibilities

Coordinate surgical procedure scheduling with providers, hospitals, ambulatory surgery centers, and other procedural facilities.
Review surgical orders, posting forms, and supporting documentation for completeness and accuracy.
Enter and maintain scheduling details, facility information, and communications in the EHR.
Coordinate pre-admission testing, preoperative appointments, and other required scheduling activities.
Communicate procedure details, updates, cancellations, reschedules, and changes in surgical plans to patients, providers, staff, and external facilities.
Monitor scheduled procedures for outstanding documentation, authorizations, and other barriers to timely care.
Ensure scheduling workflows and pre-procedure requirements are completed and documented.
Escalate urgent scheduling concerns, unresolved barriers, and potential care delays to the appropriate clinical team or manager.
Determine payer authorization requirements, including prior authorizations and precertifications.
Submit authorization requests and clinical documentation within established timeframes.
Follow up on pending authorization requests and maintain accurate records of authorization status, numbers, approved services, and expiration dates in the EHR.
Communicate authorization approvals, denials, discrepancies, and outstanding requirements to stakeholders.
Monitor authorization status and coordinate corrections to help prevent delays, cancellations, denials, and reimbursement issues.
Submit retroactive authorization requests within payer deadlines with required supporting documentation.
Follow up on retroactive requests, communicate status updates, and escalate denied, delayed, or untimely requests.
Collaborate with appropriate teams on next steps for authorization issues and recommend process improvements for recurring issues.
Review insurance benefits and estimate patient financial responsibility, including deductibles, copayments, and coinsurance.
Communicate estimated financial responsibility, payment expectations, and available financial assistance resources to patients before procedures whenever possible.
Document patient financial discussions and refer patients to appropriate assistance resources.
Coordinate with billing staff to resolve financial questions and escalate benefit discrepancies or billing concerns.
Follow organizational policies related to privacy, financial assistance, and collections; do not guarantee coverage, determine final claim liability, or deny clinically necessary care solely based on estimated patient responsibility.
Maintain accurate and timely documentation in the EHR and approved tracking systems.
Monitor work queues, reports, and tracking tools for outstanding scheduling, authorization, and financial requirements.
Document actions, changes, follow-up activities, and resolutions appropriately.
Protect patient information and comply with HIPAA, organizational policies, and applicable regulations.
Participate in audits, workflow reviews, training, and continuous quality-improvement initiatives.
Provide courteous, timely, and professional service to patients, providers, staff, insurance representatives, and external facilities.
Serve as a liaison among providers, patients, payers, surgical facilities, billing staff, and other departments.
Respond to inquiries and resolve routine scheduling, authorization, and patient financial concerns within the scope of the position.
Participate in meetings, training, and process-improvement activities as assigned.
Maintain compliance with HIPAA, privacy standards, company policies, and procedures.
Perform other duties as assigned.