Referral Scheduler - Vascular Specialists

Riverside Hospital•Newport News, VA

8d•$19 - $25

About The Position

The Referral Scheduler for Vascular Specialists coordinates surgical scheduling and related patient services. The role schedules surgeries with patients, posts surgeries at designated hospitals, arranges preoperative and postoperative office appointments, prepares surgical charts and paperwork for physician review, and obtains precertification or insurance checks when needed. After preoperative examinations, the scheduler copies and sends surgical paperwork—including laboratory results and H&P forms—to the appropriate hospital, coordinates required preoperative tests or clearances with facilities, arranges special equipment with instrumentation companies, and distributes weekly surgical posting sheets for billing. The position also performs departmental receptionist and scheduling duties, enters orders, coordinates cases across multiple offices, provides preparation instructions, arranges physical therapy when needed, and supports surgical lineups with facilities. It involves frequent face-to-face patient service, communication with physicians, office staff, insurance carriers, and other departments, and reporting changes in patient condition or behavior to a nurse. The scheduler maintains knowledge of facility, DNV, state, and HIPAA requirements, uses assigned computerized systems to access and communicate patient information, and helps ensure timely, authorized, and appropriately reimbursed services. The role supports departmental productivity and may recommend or volunteer for schedule and shift changes to meet department needs.

Requirements

High school diploma or GED required; an associate degree or bachelor’s degree in a related field is preferred.
One year of recent surgical scheduling experience required.
Time-management and organizational skills.
Proficiency in Microsoft Office Suite.
Good communication and interpersonal skills.
Ability to multitask and prioritize deadline-driven workloads.

Nice To Haves

Associate degree in a related field.
Bachelor’s degree in a related field.
Medical Coding certification.

Responsibilities

Schedule surgeries with patients and post surgeries at designated hospitals.
Schedule preoperative and postoperative office appointments for surgical patients.
Compile surgical charts and paperwork; complete preliminary paperwork for physician review.
Obtain precertification and insurance checks when necessary, and obtain appropriate authorization for services.
Copy and send surgical paperwork, including labs and H&P forms, to the appropriate hospital after preoperative examination.
Coordinate required preoperative tests and clearances with appropriate facilities, including cases involving multiple offices.
Coordinate with instrumentation companies for special equipment needed for procedures.
Prepare and distribute weekly surgical posting sheets to appropriate staff for billing.
Perform receptionist duties, including answering the posting telephone, transferring calls, and scheduling surgical procedures.
Use departmental and facility computerized systems for surgical scheduling, order entry, patient information access, transfers, communication, and supply or form orders.
Identify and complete follow-up measures to resolve issues or concerns involving labs, x-rays, or operating room schedules.
Provide preparation instructions for tests and surgeries.
Notify Patient Navigation as necessary for cancer cases.
Arrange physical therapy when necessary and coordinate surgical lineups with facilities.
Consistently identify and report changes in patient condition or behavior to a Registered Nurse or Licensed Practical Nurse.
Collaborate with physicians and physician office staff to meet patients’ specialized needs.
Provide clinical information to insurance carriers when needed.
Support timely service delivery to staff, patients, and visitors and contribute to departmental productivity.
Promote teamwork, seek assistance as needed, and support creative changes such as flexing and shift changes to meet department needs.
Maintain working knowledge of facility, DNV, state, HIPAA, and National Patient Safety Goals requirements.