Surgery & Diagnostic Scheduling Representative

Boys Town • Omaha, NE

3d • Onsite

About The Position

The Surgery & Diagnostic Scheduling Representative coordinates and schedules surgical procedures and sedated and non-sedated diagnostic services. The representative is a primary contact for coordinating one or more patient service needs, scheduling, and collecting relevant clinical and demographic information. The role communicates with providers, ancillary service teams, patients, and families to support a successful patient experience and service outcome.

Surgical scheduling duties include arranging surgical dates and related appointments, documenting information in the electronic health record (EHR), verifying surgical site and side, confirming insurance details, coordinating surgeon privileges and physician availability, and working with anesthesia and other hospital staff. The representative reviews and adjusts operating room schedules, communicates changes or conflicts, supports pre-operative preparation and patient education, sends surgery information packets, and schedules post-operative appointments as needed.

For outpatient diagnostic testing, the representative accepts and validates orders, determines scheduling priorities, coordinates necessary resources and related services, enters orders into clinical systems, verifies insurance information, and refers patients to a Financial Counselor when appropriate. The representative prepares patient plans that communicate scheduled services, dates, times, and check-in locations. They may also assist with other departmental work, including work queues, appointment scheduling, and telephone and EHR message handling.

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 procedures and medical admissions based on requests received through the EHR or provider offices.
• Document surgery scheduling information in the EHR and verify the surgical site and side with the surgeon, patient, chart, family, or scheduling documentation.
• Collect and verify insurance information and account numbers, correct discrepancies in the EHR, and refer patients to a Financial Counselor when needed.
• Verify that surgeons have appropriate privileges for proposed procedures and coordinate physician time when multiple surgeons are involved.
• Coordinate operating room coverage with the anesthesia department and assign, coordinate, and adjust operating rooms and surgery times as appropriate.
• Notify the Surgery Scheduling Manager and other appropriate staff about schedule changes or conflicts, equipment requests, and relevant surgery details; notify the Surgery Center as needed.
• Inform patients about required history and physical examinations, initiate patient education, send history and physical orders to designated primary care providers, and review the surgery process.
• Arrange and verify pre-operative appointments, send surgery information packets to patients or families, and schedule post-operative appointments as needed.
• Process fax transmissions and scan patient reports as directed.
• Contact physicians as needed and notify pre-admission staff, hospital operating room and floor staff, and device representatives about relevant issues or changes.
• Review the operating room schedule in the EHR daily.
• Accept diagnostic testing orders from internal and external providers through electronic, fax, or verbal routes, validating medical necessity, indication, and scheduling priority.
• Coordinate with ancillary departments or the Inpatient Medical Unit to confirm resource availability and coordinate related services on the same date when appropriate.
• Enter non-electronic orders into the required clinical systems and meet documentation requirements.
• Create patient plans showing ordered services, scheduled date and time, and the location for check-in.
• Provide overflow support for other departmental roles, including managing work queues, scheduling medical appointments by phone, portal, or in person, and entering staff and phone messages accurately in the EHR.

Benefits

• Reduced- or no-cost visits for employees and eligible dependents enrolled in medical benefits for services provided by a Boys Town provider at a Boys Town location.
• Pharmacy benefits with low- to zero-dollar co-pays on certain maintenance drugs.
• No-cost mental health visits with an in-network provider.
• Generous match on a 401(k) or 401(k) Roth account.
• Tuition reimbursement.
• Parenting resources from Boys Town experts.
• Professional development opportunities.

What This Job Offers

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