Surgery Scheduler - Breast Care Center

UVA Health•Charlottesville, VA

5d•$22 - $31

About The Position

Under the direction of the manager or designee, the Surgery Scheduler supports the Scheduling Office by producing the ORMIS Daily OR Schedule and supporting documents accurately and on time. The role locates procedure orders and schedules cases in the appropriate Epic system, reviews orders for completeness and accuracy, resolves or escalates discrepancies, coordinates special supplies, and manages provider schedules and operating-room time. It also schedules patient appointments, coordinates pre- and post-operative care, verifies insurance and registration information, supports authorization and billing processes, and communicates schedule changes to patients, providers, and other affected parties. The position provides patients and referring providers with high-level customer service, educates patients about surgery processes and managed-care requirements, helps patients navigate care, and assists with operational patient flow. The Scheduler works collaboratively with considerable autonomy, maintains accurate records and current knowledge of scheduling and insurance practices, follows applicable policies, and contributes to coworker development through precepting and mentoring. Other duties may be assigned.

Requirements

High school diploma or equivalent required.
Internal candidates must demonstrate proficiency in the duties of the Access Associate Senior role.
External candidates must have at least 3 years of experience in an administrative or clinical role in a hospital, surgery center, or ambulatory clinic.
Proficient spoken and written communication skills.
Adequate auditory and visual skills.
Attention to detail; ability to write legibly and compose clear, concise messages.
Completed coursework or on-the-job training in medical terminology, CPT coding, and/or anatomy.
Strong problem-solving skills.
Proficiency with MS Office (Word, Excel, and Outlook) and Epic.
Ability to understand and comply with policies and procedures.
Ability to sit for prolonged periods; frequently bend or stoop and reach overhead or extensively; and perform repetitive keyboard and mouse use.
Ability to lift, push, or pull less than 20 pounds.
May be exposed to chemicals, blood or body fluids, and infectious disease.

Nice To Haves

Associate degree in a related field.
Certified Healthcare Access Associate (CHAA) certification.

Responsibilities

Locate procedure orders and schedule cases in the appropriate Epic system, including OpTime, Cupid, or Radiant.
Review and correct case orders for accuracy and completeness, including matching diagnoses and procedures and reconciling laterality issues; escalate needed corrections to ordering providers.
Coordinate special grafts and tissue orders with vendors and the clinical team.
Place or move cases on the Snapboard, estimate case durations, enter case information into additional databases such as Jamitron, and recommend appropriate preference cards and supply picklists.
Optimize provider schedules by moving patients into cancellations, rescheduling cases, and communicating schedule changes to necessary parties.
Schedule complex joint surgical cases and multi-specialty patient appointments as needed.
Schedule appointments with the correct provider and visit type, coordinate same-day appointments where available, and schedule and confirm pre-operative and post-operative appointments within the appropriate time frames.
Use Access tools and decision-based workflows to coordinate care and resolve scheduling conflicts with providers, management, and health care teams.
Request or send records to Health Information Services; obtain and verify insurance information; complete pre-registration tasks and required database fields.
Investigate concerns from referring providers or patients and communicate effectively with patients, providers, billing staff, and other stakeholders.
Educate patients about pre-surgery requirements, the procedure process, managed-care requirements, authorization status, expected payments, and potential out-of-network risks; escalate clinical questions appropriately and refer patients to PETC when needed.
Prepare patient financial liability estimates and collect payments when needed.
Communicate schedule changes, including same-day add-on surgeries, through appropriate channels to all impacted parties.
Manage provider calendars by recording out-of-office dates and releasing operating-room time for other providers; identify substitute cases for cancellations and monitor utilization and release timing.
Ensure patients are cleared and willing to change surgery dates, authorizations are in place, and available operating-room time is appropriately filled.
Assist with patient flow and problem-solving, help patients and families access resources, and develop tools to assess referral-process efficiency and customer service.
Provide cross-coverage for registration and scheduling, verify patient identifying information, and ensure required intake tasks and database information are completed.
Use the Department Appointments Report to support efficient clinic operations and verify provider orders using medical terminology, ICD-CM, and CPT knowledge.
Precept, mentor, teach, orient, and role-model for coworkers; complete annual mandatory training within established timeframes.
Follow Health System and departmental policies and procedures and perform other related duties as assigned.