Surgery Scheduler

Proliance Surgeons•Bellingham, WA

13h•$21 - $36•Onsite

About The Position

The Surgery Scheduler coordinates and maintains an accurate, active surgery schedule, helping ensure patients are scheduled in a timely, efficient, and compassionate manner. The role schedules surgeries and related pre-operative testing and appointments, post-operative appointments, and follow-up, while coordinating with patients, providers, clinical staff, surgical teams, and surgical centers. The scheduler is the main patient contact for surgery-related scheduling questions and hands cases to the authorization specialist after the surgery and related appointments and testing have been scheduled. Clinical questions outside the role’s scope are referred to a triage nurse or medical assistant. The position is based at Proliance Pacific Rim Orthopedic Surgeons in Bellingham, Washington, and is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. A high school diploma or equivalent is required. Related college coursework is a plus; a bachelor’s degree is preferred, though experience may be considered in lieu of a formal degree. One to two years of medical-office experience is preferred.

Requirements

High school diploma or equivalent.
Strong working knowledge of medical and surgical scheduling processes, including patient preparation, pre-operative and post-operative workflows, and coordination with clinical teams.
Familiarity with medical terminology, insurance requirements, and basic authorization, eligibility, and referral concepts.
Ability to prioritize multiple scheduling tasks while maintaining accuracy, timeliness, and attention to detail.
Excellent communication and interpersonal skills, including the ability to provide clear instructions, support patients compassionately, and collaborate with physicians and staff.
Strong problem-solving skills, including identifying scheduling conflicts, troubleshooting issues, and escalating complex matters when needed.
Ability to handle sensitive patient information discreetly and comply with HIPAA and privacy regulations.
Strong organization, follow-up, recordkeeping, and detail-tracking skills.
Proficiency with office software and scheduling tools, including EMR and practice management systems.
Ability to work calmly and efficiently in a fast-paced environment and adapt to changes in schedules, patient needs, and clinical priorities.
Commitment to excellent patient service and care coordination.
Ability to collaborate with clinical, administrative, and billing teams.
Attention to detail and excellent organizational and time-management skills.
Ability to work independently and as a team member.
Demonstrated ability to learn quickly and function well in a fast-paced, high-pressure environment.

Nice To Haves

Coursework related to anatomy, biology, physiology, or medical terminology.
Bachelor of Arts or Bachelor of Science degree; relevant experience may be considered in lieu of a formal degree.
One to two years of experience in a medical office.

Responsibilities

Provide guidance to patients and caregivers on required forms and information, and update practice management and EMR systems.
Ensure completion of pre- and post-operative data.
Facilitate and schedule outside referrals, tests, and consultations.
Schedule surgeries by phone or in person, verify eligibility, and coordinate with physicians and clinical staff to resolve scheduling problems.
Schedule surgeries according to surgeon and surgical-team availability and the patient’s medical condition and insurance authorization timing.
Coordinate with other medical professionals and surgical-center departments when special surgical needs arise.
Schedule required diagnostic testing and related follow-up.
Serve as the patient contact for surgery scheduling and communicate about pre-certification, authorization, financial counseling, and the scheduling process.
Provide patients and relevant third parties with instructions about steps to take before and after surgery.
Schedule post-surgical appointments with physicians and arrange related tests and tasks.
Cancel surgeries and related ancillary appointments when needed and communicate cancellations to stakeholders.
Research and resolve discrepancies in a timely manner.
Maintain accurate surgeon surgery books and provider-team Outlook calendars.
Inform patients about surgical surveys and pre- and post-surgery instructions.
Hand off scheduled surgeries and associated arrangements to the authorization specialist.
Complete other duties and assist others as directed.