Surgery Scheduler 2, Full Time

University of Miami•Miami, FL

16h•Onsite

About The Position

The Department of Interventional Radiology is currently seeking a full-time Surgery Scheduler 2 to join our team at our medical campus. This is an on-campus position. This position supports assigned physicians by managing patient communications, scheduling clinical and surgical services, coordinating pre‑ and post‑operative care, tracking results, referrals, and authorizations, and maintaining accurate documentation to ensure continuity of care and patient retention. The role requires strong organizational skills, sound judgment, attention to detail, and the ability to prioritize work in a fast‑paced clinical environment, along with effective written and verbal communication, discretion with confidential information, and proficiency in Microsoft Office, Epic, and scheduling systems; bilingual English/Spanish skills are strongly preferred. The Surgery Scheduler 2 acts as liaison between patients, professional staff, and physicians by scheduling and coordinating all necessary functions for surgical and diagnostic procedures. Further, the Surgery Scheduler 2 acts as source of knowledge for scheduling staff and oversees their functions to ensure accurately and timely scheduling practices.

Requirements

Minimum 3 years of relevant experience required
Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
Teamwork: Ability to work collaboratively with others and contribute to a team environment.
Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.
Ability to accurately prepare and maintain records, files, reports, and correspondence.
Ability to exercise sound judgment in making critical decisions, often in relation to patient care, or your assigned physicians
Skill in completing assignments accurately and with attention to detail. Assignments must be completed within a reasonable, expected time frame, as directed by your manager or physician(s).
Ability to analyze, organize, and prioritize work under pressure while meeting deadlines.
Ability to work independently and/or in a collaborative environment.
Responsible for receiving and transferring calls, which require maintaining a professional and polite tone.
Ability to communicate effectively in both oral and written form, preferably in English and Spanish.
Handling clear communication with physicians, other schedulers, clinical staff, APPS, hospital staff, colleagues, and patients.

Nice To Haves

Bilingual English/Spanish skills are strongly preferred.
3+ years Medical Experience preferred
Expansive knowledge of office procedures and operations.
Ability to process and handle confidential information with discretion.
Proficiency in computer software (i.e., Microsoft Office), Epic suite, and scheduling software.
Strong preference of bilingual, written and oral: English and Spanish.

Responsibilities

Obtains pre-authorizations for procedures as required by insurance companies.
Oversees, produces, and distributes all surgical and procedural schedules to physicians and departments.
Collaborates with patients, families, staff, and providers within the office and the greater community to schedule surgeries, pre-op physicals, and testing.
Coordinates with hospitals and vendors for special cases or circumstances.
Identifies ways to streamline surgical scheduling process and provides suggestions to managing staff.
Ensures that electronic systems and scheduling tools are up-to-date and operating smoothly, and immediately contacts appropriate personnel to resolve any issues.
Ensures documentation is complete to support accurate billing of surgical procedures.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Responsible for triaging all patient-related calls for physicians assigned and documenting accordingly any pertinent information and instructions given by provider and the consequent actions taken.
Processes and assists with responding to all patient related requests and UChart In-basket messages for assigned pools/providers.
Responsible for physicians’ schedule to coordinate academic and patient related activities.
Monitors clinical schedules for providers to ensure accuracy of number and types of appointments.
Review no shows and cancelled appointments as per department policy.
Follow up on all results for areas of responsibility including but not limited to all lab work, pathology, and ancillary testing such as mammograms, ultrasounds, and MRIs as directed by providers.
Also, follow up on any necessary referrals to specialists and procedures as requested by providers.
Submit requests as needed for any authorizations/referrals for these follow up appointments and procedures.
Responsible for coordination of all physician surgeries and inpatient admissions according to departmental protocol.
Coordinate and ensure receipt of financial and medical clearance for surgery and other duties as assigned.
Responsible for obtaining any required imaging reports, disks, lab reports, outside records
Responsible for scheduling pre-op appointments with UPAC for anesthesia related procedures
Schedule clinic visits, post-op appointments, and post procedure follow up visits as determined by the provider
Responsible for patient retention including recapture calls to non-booked patients
Ability to accurately prepare and maintain records, files, reports, and correspondence.
Ability to exercise sound judgment in making critical decisions, often in relation to patient care, or your assigned physicians
Skill in completing assignments accurately and with attention to detail. Assignments must be completed within a reasonable, expected time frame, as directed by your manager or physician(s).
Ability to analyze, organize, and prioritize work under pressure while meeting deadlines.
Ability to work independently and/or in a collaborative environment.
Responsible for receiving and transferring calls, which require maintaining a professional and polite tone.
Ability to communicate effectively in both oral and written form, preferably in English and Spanish.
Handling clear communication with physicians, other schedulers, clinical staff, APPS, hospital staff, colleagues, and patients.