Surgery Scheduler

Los Angeles Center for Ear Nose Throat and Allergy•Los Angeles, CA

About The Position

The Surgery Scheduler coordinates surgical procedures among patients, physicians, surgery centers, hospitals, insurance companies, and internal clinical teams. The role maintains accurate physician surgical calendars, coordinates procedure logistics, obtains authorizations and required documentation, and helps ensure patients are prepared for surgery. It also involves resolving scheduling conflicts and changes, anticipating logistical needs, and following through on outstanding requirements while supporting an efficient process and a compassionate patient experience. The position provides patients with preoperative and postoperative instructions, answers questions, coordinates medical records, and maintains complete scheduling and patient documentation in accordance with privacy and confidentiality standards. Additional duties include coordinating special equipment and supplies, scheduling dispensary patients and future appointments, assisting with checkout, and supporting clinic operations. The role is based in Downtown Los Angeles and requires travel to Los Angeles clinic locations as needed. It is full-time, non-exempt, with a pay range of $19–$24 per hour.

Requirements

High school diploma or GED.
2–3 years of surgery scheduling experience.
Bilingual fluency in English and Spanish.
General knowledge of HIPAA requirements and CPT codes.
Ability to manage a high-volume caseload in an organized and efficient manner.
Strong attention to detail and ability to maintain accurate scheduling records and patient documentation.
Ability to identify scheduling conflicts and proactively recommend solutions to physicians.
Strong communication and interpersonal skills, including the ability to maintain effective working relationships with internal staff and external medical facilities.
Ability to read and interpret handwritten and transcribed medical records and documentation.
Proficiency in entering complete and accurate information into computer systems.
Ability to travel between LA CENTA clinic locations throughout the Los Angeles area as needed.

Nice To Haves

Experience in an Ear, Nose, Throat (ENT) and Allergy specialty clinic.

Responsibilities

Coordinate surgical and procedural dates and times among patients, physicians, hospitals, and surgery centers.
Maintain accurate physician surgical calendars and schedule cases around physician availability.
Monitor schedules, identify conflicts, and work with physicians and clinical teams to resolve issues.
Coordinate procedure logistics to support efficient scheduling without overbooking physicians or compromising patient care.
Communicate schedule changes, cancellations, and changes in surgical location to relevant parties.
Complete arrangements in advance to support an organized surgical process.
Serve as a primary point of contact for patients during surgical scheduling.
Provide preoperative and postoperative instructions and assist patients with procedure-related questions and arrangements.
Follow up on outstanding requirements to ensure patients are prepared for surgery.
Coordinate with patients and clinical staff to obtain histories and physicals, physician orders, and other required records.
Schedule dispensary patients and assist with checkout, future appointment scheduling, and verification of patient demographics.
Obtain insurance pre-certifications and authorizations for scheduled procedures.
Prepare and fax patient packets to surgical facilities with required documentation.
Track pending histories and physicals and follow up to obtain outstanding documentation.
Scan, upload, and maintain complete, accurate, and up-to-date patient and scheduling records.
Communicate required documentation to medical facilities before procedures.
Handle patient information in accordance with HIPAA, privacy, and confidentiality standards.
Coordinate special equipment and supplies requested by physicians.
Communicate with physicians, clinical staff, insurance representatives, and external medical facilities to support surgical coordination.
Identify scheduling or documentation issues and proactively communicate solutions to physicians and relevant team members.
Assist with administrative and clerical duties supporting scheduling and clinic operations.
Support additional operational needs and perform other duties as assigned.