Surgery Scheduler Manager

Urology America, MSO•Austin, TX

2d•Hybrid

About The Position

Urology Austin is seeking an experienced and highly organized Manager of Surgery Scheduling to lead and oversee all surgical scheduling operations across our multi‑site, high‑volume specialty practice. This role is accountable for the accuracy, timeliness, and coordination of all surgical and procedural scheduling activity across hospital and ambulatory surgery center (ASC) partners. The Surgery Scheduling Manager serves as the operational owner of patient access to surgical care, ensuring that schedules are optimized, payer requirements are met, patient expectations are clearly communicated, and providers are fully supported. This role requires strong leadership, deep understanding of surgical scheduling workflows, payer processes, and exceptional attention to detail in a fast‑paced environment.

Requirements

Minimum of 3-5 years of demonstrated experience overseeing surgical or procedural scheduling
Experience in a management or lead role strongly preferred
Excellent customer service, communication, and organizational skills
Experience managing high‑volume, multi‑facility scheduling operations

Nice To Haves

Clinical background (RN, LVN, Medical Assistant, or comparable experience)
Experience in urology or surgical specialty practices
Active Texas clinical licensure
Proficient knowledge of insurance plans, including Medicare and Medicaid

Responsibilities

Manage the Surgery Scheduling Department, including daily operations, staffing, workflows, and performance.
Oversee end‑to‑end surgical and procedural scheduling, including initial case entry through operative completion and post‑operative follow‑up scheduling.
Accurately and timely schedule procedures/surgeries as directed by Urology Austin providers and clinical staff, including post‑operative and follow‑up appointments.
Coordinate surgical scheduling across multiple hospitals and ASCs, ensuring appropriate operating/procedure room availability, block utilization, and anesthesia coverage per facility requirements.
Review surgery schedules at least two business days in advance to verify accuracy, completeness, assistance coverage, authorizations, and facility requirements; ensure changes are properly communicated and documented.
Add and manage global periods within the practice management system and EMR to ensure visibility across the organization.
Directly manage Urology Austin surgery schedulers, including both on‑site and remote staff.
Approve timecards, time‑off requests, and staffing adjustments.
Lead hiring, onboarding, training, coaching, performance management, and corrective action in partnership with Human Resources.
Schedule and lead regular Surgery Scheduling Department meetings.
Train new staff on company policies, procedures, workflows, and systems; report training progress and readiness to leadership.
Foster a professional, service‑oriented, detail‑driven team culture.
Ensure accurate and consistent use of the practice management system and EMR for scheduling, documentation, insurance capture, and coordination.
Maintain excellent organizational systems to manage multiple physician schedules concurrently with hospital and ASC partners.
Partner with site managers and IT on system issues, template optimization, and workflow improvements.
Recommend and implement process improvements to enhance efficiency, accuracy, patient experience, and team performance.
Report key trends and metrics to leadership, including scheduling volume, throughput, cancellations, authorization delays, and access constraints.
Complete surgery scheduling projects and initiatives as assigned.
Communicate directly with patients to explain surgical preparation, instructions, medication management, labs, and pre‑operative and post‑operative expectations.
Clearly communicate patient benefits and estimated financial responsibility to patients or responsible parties.
Collect estimated patient financial responsibility at least two weeks prior to scheduled surgery, in accordance with Urology Austin policies and protocols.
Serve as the primary escalation point for patient concerns related to surgery scheduling and access, utilizing strong customer service principles and service recovery techniques.
Ensure accurate verification of insurance coverage for all surgery and procedure patients, including commercial, Medicare, and Medicaid plans.
Oversee and support the timely acquisition of authorizations, referrals, and pre‑determinations to ensure medical necessity, compliance, and prompt payment.
Partner with providers to confirm medical necessity and obtain procedural clearance prior to payer submission.