Surgery & Diagnostic Scheduling Representative

Boys Town • Omaha, NE

1d • Onsite

About The Position

The Surgery & Diagnostic Scheduling Representative coordinates and schedules surgical procedures and sedated and non-sedated diagnostic services. The role serves as a primary contact for coordinating patients’ single or multiple service needs, gathering pertinent clinical and demographic information, and communicating with providers, ancillary teams, patients, and families to support a successful patient experience and service outcome. The position is full-time, scheduled Monday through Friday from 8:30 AM to 5:00 PM, at the Pacific Street Clinic.

For surgical procedures, the representative schedules cases and medical admissions using requests received through the electronic health record (EHR) or fax; verifies and documents the surgical site and side; confirms insurance information; and coordinates surgeon privileges, physician availability, anesthesia coverage, operating room assignments, and equipment needs. The representative arranges pre-operative appointments, sends history and physical orders to primary care providers, provides patient education and surgery information, coordinates post-operative appointments as needed, and notifies relevant staff of schedule changes, conflicts, or problems.

For outpatient diagnostic services, the representative accepts and validates orders from internal and external providers, including medical necessity, indications, and scheduling priority. They coordinate with ancillary departments and inpatient units to align required resources and related services, enter non-electronic orders into clinical systems, verify insurance, refer patients to a financial counselor when needed, and prepare a patient plan with service details, date, time, and check-in location. The representative also helps cover other departmental functions, including work queues, appointment scheduling, and phone and message handling.

Boys Town describes a culture of belonging that respects employees’ individual strengths, views, and experiences. The organization is an equal opportunity employer and participates in E-Verify.

Requirements

• High school diploma or equivalent.
• At least 2 years of experience with medical terminology.
• Prior working knowledge of using a personal computer.

Nice To Haves

• At least 2 years of experience in a surgical setting.
• Prior hospital or ambulatory surgery scheduling experience.
• Experience with electronic medical records.

Responsibilities

• Schedule surgical dates and medical admissions based on EHR requests or faxed information, and document them in the appropriate systems.
• Verify and document the surgical site and side with the surgeon or physician, patient, chart, family, and scheduling documentation as applicable.
• Collect and verify insurance information, company details, and account numbers; correct discrepancies in the EHR.
• Verify surgeons’ privileges for proposed procedures and coordinate physician time when multiple surgeons are required.
• Coordinate with anesthesia to facilitate room coverage; document equipment requests and notify the Surgery Scheduling Manager of major schedule changes.
• Notify the Surgery Center and appropriate staff of surgery details, changes, conflicts, and problems, including device representatives and pre-admission, hospital OR, and floor staff.
• Inform patients about required history and physicals, initiate patient education, send history and physical orders to designated primary care providers, and review the surgery process.
• Arrange and verify pre-operative appointments and schedule post-operative appointments as needed.
• Review the operating room schedule in the EHR daily and assign, coordinate, or adjust operating rooms and surgery times as appropriate.
• Email surgery information packets to patients or their families.
• Accept outpatient diagnostic orders from internal and external providers through electronic, fax, or verbal channels; validate medical necessity, indication, and scheduling priority.
• Coordinate with ancillary departments or the inpatient medical unit to confirm resources and align related services on the same date when possible.
• Enter non-electronic orders into the required clinical systems and process fax transmissions and patient reports as directed.
• Create patient plans specifying ordered services, scheduled date and time, and check-in location.
• Refer patients to a Financial Counselor for services when needed.
• Provide overflow assistance in other departmental roles, including work queues, appointment scheduling by telephone, portal, or in person, and timely and accurate phone and staff-message entry in the EHR.

Benefits

• Reduced- or no-cost visits for employees and enrolled dependents receiving services from a Boys Town provider at a Boys Town location, subject to medical benefit enrollment.
• Low- to zero-dollar copays on certain maintenance drugs through pharmacy benefits.
• No-cost mental health visits to an in-network provider.
• Generous match on a 401(k) or 401(k) Roth account.
• Tuition reimbursement.
• Parenting resources from organizational experts.
• Professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED