Senior OR Scheduler

Mass General Brigham•Brookline, MA

21h•$19 - $28•Hybrid

About The Position

The Senior OR Scheduler serves as a lead coordinator for surgical scheduling operations for the Spine Center, supporting high-volume procedural specialties. This role is responsible for managing complex operating room schedules, coordinating pre-operative and post-operative care logistics, and ensuring all clinical, operational, and insurance requirements are met. The Senior OR Scheduler acts as a subject matter expert and key liaison between providers, patients, payers, and internal departments to ensure efficient utilization of surgical resources and an exceptional patient experience.

Requirements

High school diploma or GED required.
3-5 years of relevant experience in healthcare administration, clinical coordination, surgical scheduling, or medical office operations required.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and electronic medical record systems (Epic preferred).
Experience working with insurance authorization, referral management, and healthcare revenue cycle processes.
Knowledge of managed care, third-party insurance, and workers’ compensation processes.

Responsibilities

Maintain accurate patient and scheduling data across multiple clinical and administrative systems.
Complete documentation, journal entries, and scheduling records in a timely and accurate manner.
Coordinate with internal departments and external partners to secure resources and ensure operational efficiency.
Monitor and maintain referral and authorization compliance for all scheduled procedures.
Support continuous process improvement efforts and adapt to changes in insurance, operational, and clinical requirements.
Coordinate and schedule surgical procedures, pre-admission testing, post-operative visits, follow-up appointments, and wait-list management.
Manage physician and procedural schedules across multiple clinical sites, ensuring optimal utilization of operating room (OR) blocks and clinical resources.
Maintain accurate scheduling and patient records in Epic and other scheduling systems.
Communicate appointment and procedural details to patients, including preparation instructions, locations, timelines, and required documentation.
Confirm all procedural bookings with patients, providers, and vendors within established timelines.
Coordinate pre-operative education, testing, and screening appointments, ensuring patients receive all necessary instructions and materials.
Post and communicate daily schedules, revisions, and updates to clinical staff and leadership.
Obtain and manage referrals, prior authorizations, and insurance approvals for clinical visits and surgical procedures across multiple payer types (MassHealth, Blue Cross Blue Shield, Tufts, Harvard Pilgrim, NHP, workers’ compensation, and others).
Serve as primary liaison between patients, providers, and insurance companies to facilitate authorization approvals and resolve insurance-related issues.
Coordinate peer-to-peer reviews between providers and insurers when procedures are denied.
Assist with denial management, appeals, and documentation to support reimbursement.
Verify insurance eligibility, demographic information, and referral validity prior to appointments and procedures.
Collaborate with revenue cycle, patient access, and billing teams to ensure timely and accurate reimbursement processes.
Serve as a primary point of contact for patients regarding scheduling, insurance requirements, referrals, and procedural preparation.
Educate patients on insurance authorization processes, workers’ compensation requirements, and procedural timelines.
Provide exceptional customer service while maintaining professionalism, confidentiality, and sensitivity to patient needs.
Collaborate with physicians, nurses, case managers, and clinical staff to ensure timely coordination of care.
Prepare and distribute patient correspondence, procedural documentation, and required forms.