Surgery Coordinator

Proliance Surgeons•Renton, WA

20h

About The Position

Position Summary The role of the Scheduler is essential to providing excellent surgical care and clinical care for every patient, every day. This role makes certain that the patient is scheduled in a timely, accurate, efficient and compassionate manner so that the processes surrounding the procedure are of no distraction or concern. The primary responsibility is to ensure, organize, and maintain an active, accurate and operational surgery schedule for all involved. This is a full time position, Monday through Friday, located in the Renton. The ideal candidate must be flexible, organized, and detailed. Must be a team player but also possess the ability to work independently. In this position the employee will need to be able to communicate and relate with patients either in person, over the phone or via email. Delivering a high level of customer service is expected. Key Duties and Responsibilities The key duties and responsibilities of the Scheduler include, but are not limited to: Reviews patient’s medical history and coordinates appropriate clearances needed for surgery Coordinate inpatient & outpatient VMC surgeries Conduct in office or phone pro-op interviews to determine clearances needed for surgery Ensure all clearances are obtained prior to surgery and provided to VMC Work with scheduling and/or front desk to ensure all pre & post op visits are scheduled according to surgical protocol Patient education Maintains a cohesive working relationship with hospital staff Demonstrates cooperation and consideration of other health team members and peers. Must be organized, flexible and versatile with the ability to function effectively in stressful situations Must be able to maintain patient and facility confidentiality Provide guidance to patients and/or their caregivers on completing necessary forms and information to be provided, making sure to update this in the practice management and EMR software; ensure completion of all pre and post operational data Assist with facilitation and scheduling of outside referrals, tests, and/or consultations Schedule surgeries via phone or in-person, verifying eligibility, and triaging with physicians and clinical staff to resolve any scheduling problems Schedule surgeries based on the availability of the surgeon, the surgical team and the medical condition of the patient Assure appropriate coordination with other medical professionals involved and the related surgical center/location’s departments, when special surgical needs occur. Schedule any diagnostic testing required and the related follow-up Act as a contact for patients with regards to surgery scheduling. Provide ongoing communication with patient regarding pre-certification, authorization, financial counseling and scheduling process. Inform the patient and any relevant third party through instructions about “things to do” before and after surgery Set post-surgical appointments with physicians and perform all related tests and tasks Ensure that cancelled surgeries and related ancillary appointments are cancelled and communicated to all stakeholders Research and resolve discrepancies in a timely manner. Complete duties and assist others as directed Must follow all policies as introduced during new associate On-Boarding, updated real-time and outlined in Associate Handbook Education/Experience 1 year of experience in a medical office preferred Must adhere to Proliance Surgeons' policies & procedures, regulatory compliance, and patient confidentiality Basic knowledge of medical terminology Knowledge, Skills and Abilities Strong working knowledge of medical and surgical scheduling processes, including patient preparation requirements, pre-operative and post-operative workflows, and coordination with clinical teams. Familiarity with medical terminology, insurance requirements, and basic concepts related to authorizations, eligibility, and referrals. Ability to manage and prioritize multiple scheduling tasks while maintaining accuracy, timeliness, and attention to detail. Excellent communication and interpersonal skills, with the ability to provide clear instructions, support patients compassionately, and collaborate effectively with physicians and staff. Strong problem-solving abilities, including the ability to identify scheduling conflicts, troubleshoot issues, and escalate complex matters when needed. Ability to handle sensitive patient information with discretion and maintain compliance with HIPAA and privacy regulations. High level of organization, with the ability to track details, manage follow-ups, and keep records up to date in scheduling and EMR systems. Proficiency with office software and scheduling tools, including EMR and practice management systems. Ability to work calmly and efficiently in a fast-paced environment, adapting to changes in provider schedules, patient needs, or clinical priorities. Commitment to providing excellent patient service, ensuring patients receive timely information, support, and care coordination throughout the surgical scheduling process. Ability to collaborate effectively with cross-functional teams, including clinical, administrative, and billing departments, to support seamless patient care and accurate scheduling. Work Environment/Physical Demands The work environment/physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable differently abled persons to perform the essential functions.

Requirements

1 year of experience in a medical office preferred
Must adhere to Proliance Surgeons' policies & procedures, regulatory compliance, and patient confidentiality
Basic knowledge of medical terminology
Strong working knowledge of medical and surgical scheduling processes, including patient preparation requirements, pre-operative and post-operative workflows, and coordination with clinical teams.
Familiarity with medical terminology, insurance requirements, and basic concepts related to authorizations, eligibility, and referrals.
Ability to manage and prioritize multiple scheduling tasks while maintaining accuracy, timeliness, and attention to detail.
Excellent communication and interpersonal skills, with the ability to provide clear instructions, support patients compassionately, and collaborate effectively with physicians and staff.
Strong problem-solving abilities, including the ability to identify scheduling conflicts, troubleshoot issues, and escalate complex matters when needed.
Ability to handle sensitive patient information with discretion and maintain compliance with HIPAA and privacy regulations.
High level of organization, with the ability to track details, manage follow-ups, and keep records up to date in scheduling and EMR systems.
Proficiency with office software and scheduling tools, including EMR and practice management systems.
Ability to work calmly and efficiently in a fast-paced environment, adapting to changes in provider schedules, patient needs, or clinical priorities.
Commitment to providing excellent patient service, ensuring patients receive timely information, support, and care coordination throughout the surgical scheduling process.
Ability to collaborate effectively with cross-functional teams, including clinical, administrative, and billing departments, to support seamless patient care and accurate scheduling.

Responsibilities

Reviews patient’s medical history and coordinates appropriate clearances needed for surgery
Coordinate inpatient & outpatient VMC surgeries
Conduct in office or phone pro-op interviews to determine clearances needed for surgery
Ensure all clearances are obtained prior to surgery and provided to VMC
Work with scheduling and/or front desk to ensure all pre & post op visits are scheduled according to surgical protocol
Patient education
Maintains a cohesive working relationship with hospital staff
Demonstrates cooperation and consideration of other health team members and peers.
Must be organized, flexible and versatile with the ability to function effectively in stressful situations
Must be able to maintain patient and facility confidentiality
Provide guidance to patients and/or their caregivers on completing necessary forms and information to be provided, making sure to update this in the practice management and EMR software; ensure completion of all pre and post operational data
Assist with facilitation and scheduling of outside referrals, tests, and/or consultations
Schedule surgeries via phone or in-person, verifying eligibility, and triaging with physicians and clinical staff to resolve any scheduling problems
Schedule surgeries based on the availability of the surgeon, the surgical team and the medical condition of the patient
Assure appropriate coordination with other medical professionals involved and the related surgical center/location’s departments, when special surgical needs occur.
Schedule any diagnostic testing required and the related follow-up
Act as a contact for patients with regards to surgery scheduling.
Provide ongoing communication with patient regarding pre-certification, authorization, financial counseling and scheduling process.
Inform the patient and any relevant third party through instructions about “things to do” before and after surgery
Set post-surgical appointments with physicians and perform all related tests and tasks
Ensure that cancelled surgeries and related ancillary appointments are cancelled and communicated to all stakeholders
Research and resolve discrepancies in a timely manner.
Complete duties and assist others as directed
Must follow all policies as introduced during new associate On-Boarding, updated real-time and outlined in Associate Handbook