Bilingual Surgery Scheduler

Pedes Orange County•Irvine, CA

89d•$24 - $27

About The Position

Pedes Orange County is a comprehensive vascular and interventional practice with an affiliated ambulatory surgery center serving patients throughout Orange County, California. The practice is committed to high-quality, patient-centered care in a collaborative, fast-paced clinical environment. The RFA Scheduler coordinates the procedural workflow for radiofrequency ablation (RFA) and other vein procedures, from physician recommendation through insurance authorization, scheduling, patient preparation, and post-procedure follow-up. The role requires organization, attention to detail, strong patient communication, and the ability to manage high-volume scheduling and authorization needs while supporting a positive patient experience. This is a full-time, Monday–Friday position. The scheduler works with patients and physicians, nurses, ultrasound technologists, medical assistants, and front-office staff. The role also verifies insurance, coordinates and tracks authorizations, maintains accurate records in the EMR, ensures required pre-procedure steps are completed, and follows applicable HIPAA, payer, clinic, and healthcare requirements.

Requirements

High school diploma.
Bilingual English and Spanish skills, verbal and written.
Surgical scheduling experience in an ambulatory surgery center, outpatient, and/or hospital setting.
Medical scheduling or care coordination experience.
Experience with authorizations and insurance verification.
Strong organizational and time-management skills in a high-volume environment.
Excellent communication and interpersonal abilities.
Ability to manage multiple priorities with attention to detail.
Proficiency with EMR systems and scheduling software.
Understanding of healthcare workflows, insurance, and authorizations.
Compliance with company policies and healthcare regulations.
COVID-19 vaccination if applicable under current policy.

Nice To Haves

Bachelor’s degree in healthcare administration or a related field.
Bilingual English/Spanish skills are also listed as preferred.

Responsibilities

Coordinate and schedule RFA and other vein procedures in accordance with physician recommendations, treatment plans, and clinic protocols.
Maintain procedure schedules in real time and promptly communicate schedule changes to patients and clinical staff.
Coordinate procedure dates, pre-procedure appointments, follow-up visits, and required diagnostic testing.
Review physician orders and treatment plans to ensure the correct procedure and appointment type are scheduled.
Manage cancellations, rescheduling, and procedure waitlists, and schedule patients within applicable clinical and authorization timeframes.
Coordinate with physicians, nurses, ultrasound technologists, medical assistants, and front-office staff to maintain an efficient procedure schedule.
Serve as a primary patient contact throughout scheduling and preparation; provide pre-procedure instructions, confirm appointments, answer routine scheduling questions, and direct clinical questions to medical staff.
Address patient concerns professionally and compassionately and help patients navigate appointments from consultation through procedure and follow-up.
Verify insurance eligibility and benefits; obtain and review insurance information and documentation.
Submit and track prior authorizations when required, follow up with insurance companies, and communicate authorization status and outstanding requirements to patients and clinical staff.
Ensure clinical documentation is available to support medical necessity and payer requirements; identify and escalate insurance or authorization issues that may affect scheduling.
Coordinate pre-procedure testing, imaging, consultations, and medical clearances; confirm required documentation and testing are complete and follow up on outstanding patient requirements.
Schedule post-procedure follow-up appointments and imaging as directed by the physician.
Maintain accurate schedules and document patient communications, scheduling notes, authorization information, and case details in the EMR.
Ensure physician orders, authorizations, and supporting documents are available in patient records; track workflows and follow up on pending cases to prevent delays.
Maintain patient confidentiality and comply with HIPAA, payer requirements, clinic policies, and healthcare regulations.