Procedure Scheduler

Valley Health Systems • Huntington, WV

1d

About The Position

The Procedure Scheduler coordinates surgical procedures among providers, hospitals, ambulatory surgery centers, patients, and other procedural facilities. The role manages procedure scheduling, insurance authorizations and precertifications, preoperative requirements, patient financial responsibility communications, and related documentation. The scheduler collaborates with clinical, billing, revenue cycle, and other teams to support timely, accurate, and patient-centered care while following privacy, organizational, and regulatory requirements.

The role also monitors scheduling and authorization workflows, follows up on outstanding requirements, escalates barriers or potential delays, and contributes to audits, training, workflow reviews, and continuous quality improvement. The stated schedule is Monday through Friday, 8:00–4:30.

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 procedure, facility, and communication details in the EHR.
• Coordinate pre-admission testing, preoperative appointments, and other required scheduling activities.
• Communicate procedure details, scheduling updates, cancellations, reschedules, and changes to patients, providers, staff, and external facilities.
• Monitor scheduled procedures for missing documentation, pending authorizations, and other barriers; ensure required workflows and pre-procedure requirements are completed and documented.
• Escalate urgent scheduling concerns, unresolved barriers, and potential delays in patient care to the appropriate clinical team or manager.
• Determine payer authorization requirements, submit authorization and precertification requests with required clinical documentation, and follow up within applicable timeframes.
• Maintain authorization records in the EHR, including approval status, authorization numbers, approved services, and expiration dates.
• Communicate authorization approvals, denials, discrepancies, and outstanding requirements to appropriate stakeholders; coordinate corrections to help prevent delays, cancellations, denials, or reimbursement issues.
• Submit retroactive authorization requests by payer deadlines, provide supporting documentation, follow up, communicate status, and escalate denied, delayed, or untimely requests.
• Identify recurring authorization issues and recommend process improvements to reduce future retroactive requests.
• Review insurance benefits and estimate patient financial responsibility, including deductibles, copayments, coinsurance, and other applicable obligations.
• Communicate estimated financial responsibility, payment expectations, and available financial assistance resources to patients before procedures whenever possible; document discussions and refer patients to appropriate assistance resources.
• Coordinate with billing staff to resolve financial questions and escalate benefit-information discrepancies or billing concerns.
• Follow organizational policies regarding patient 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 requirements and document actions, changes, follow-up, and resolutions.
• Protect patient information and comply with HIPAA, organizational policies, and applicable regulations.
• Participate in audits, workflow reviews, training, continuous quality improvement, meetings, and process improvement activities as assigned.
• 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 to facilitate care coordination.
• Respond to inquiries and resolve routine scheduling, authorization, and patient financial concerns within the scope of the position.
• Maintain compliance with HIPAA and privacy standards and company policies and procedures.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed