Surgery Scheduler

Proliance Surgeons•Seattle, WA

6d•Hybrid

About The Position

The role of the Scheduler is essential to providing excellent surgical care and clinical care for every patient, every day. This role makes certain that the patient is scheduled in a timely, accurate, efficient and compassionate manner so that the processes surrounding the procedure are of no distraction or concern. The primary responsibility is to ensure, organize, and maintain an active, accurate and operational surgery schedule for all involved. Training will be in person for the first 30 days or so. After that, this position is eligible for hybrid remote work - 2 days/week remote and 3 days/week in office. Travel between Wallingford and Ballard offices required, based on business needs.

Requirements

High school diploma or its equivalent required
1-2 years of experience in a medical office preferred
Strong working knowledge of medical and surgical scheduling processes, including patient preparation requirements, pre-operative and post-operative workflows, and coordination with clinical teams.
Familiarity with medical terminology, insurance requirements, and basic concepts related to authorizations, eligibility, and referrals.
Ability to manage and prioritize multiple scheduling tasks while maintaining accuracy, timeliness, and attention to detail.
Excellent communication and interpersonal skills, with the ability to provide clear instructions, support patients compassionately, and collaborate effectively with physicians and staff.
Strong problem-solving abilities, including the ability to identify scheduling conflicts, troubleshoot issues, and escalate complex matters when needed.
Ability to handle sensitive patient information with discretion and maintain compliance with HIPAA and privacy regulations.
High level of organization, with the ability to track details, manage follow-ups, and keep records up to date in scheduling and EMR systems.
Proficiency with office software and scheduling tools, including EMR and practice management systems.
Ability to work calmly and efficiently in a fast-paced environment, adapting to changes in provider schedules, patient needs, or clinical priorities.
Commitment to providing excellent patient service, ensuring patients receive timely information, support, and care coordination throughout the surgical scheduling process.
Ability to collaborate effectively with cross-functional teams, including clinical, administrative, and billing departments, to support seamless patient care and accurate scheduling.

Nice To Haves

courses related to anatomy, biology, physiology or medical terminology a plus
BA or BS is preferred but experience is considered in lieu of formal degree

Responsibilities

Provide guidance to patients and/or their caregivers on completing necessary forms and information to be provided, making sure to update this in the practice management and EMR software; ensure completion of all pre and post operational data
Assist with facilitation and scheduling of outside referrals, tests, and/or consultations
Schedule surgeries via phone or in-person, verifying eligibility, and triaging with physicians and clinical staff to resolve any scheduling problems
Schedule surgeries based on the availability of the surgeon, the surgical team and the medical condition of the patient
Assure appropriate coordination with other medical professionals involved and the related surgical center/location’s departments, when special surgical needs occur.
Schedule any diagnostic testing required and the related follow-up
Act as a contact for patients with regards to surgery scheduling.
Provide ongoing communication with patient regarding pre-certification, authorization, financial counseling and scheduling process.
Inform the patient and any relevant third party through instructions about “things to do” before and after surgery
Set post-surgical appointments with physicians and perform all related tests and tasks
Ensure that cancelled surgeries and related ancillary appointments are cancelled and communicated to all stakeholders
Research and resolve discrepancies in a timely manner.
Complete duties and assist others as directed
Must follow all policies as introduced during new associate On-Boarding, updated real-time and outlined in Associate Handbook