Surgery Scheduler

Urology of Virginia PLLC•Virginia Beach, VA

2d•$18 - $22

About The Position

The Surgery Scheduler is responsible for efficiently coordinating surgical procedures, from scheduling surgery dates with hospitals and ASC to ensuring all necessary preoperative requirements are met. This role involves proactive communication with physicians, patients, collaboration with the Benefit/Auth Team, and meticulous documentation in electronic medical records, demonstrating a commitment to maintaining accurate schedules and providing excellent patient care.

Requirements

High School Graduate or equivalent
1-3 years related surgery scheduling experience and/or secretarial experience
Strong oral and written communication skills for corresponding with physicians, patients and fellow employees
Must be able to communicate effectively with individuals at all levels
Demonstrate the ability to maintain stable performance under stressful conditions
Must be able to multi-task
Must be willing to learn and open to feedback on performance
Proficient in typing (65 wpm). Proficient in Microsoft Office Software to include e-mail software
Proficient in Athena, Connect Care and Epic

Responsibilities

Answer telephone in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller
Check individual and group voicemail boxes hourly
Return calls on the same day
Leave no voice messages in the mailbox at the end of the day
Schedule surgery date with the patient, hospital and ASC
Work with other physicians for co-surgery cases
Update QGenda with the surgery
Submit request to Benefit/Auth Team for authorization.
Make sure H&Ps, labs, cultures, diagnostic testing and clearances are obtained and up-to-date and that results are available for review prior to surgery date
Ensure timely scanning of pre-op orders, consents, etc. into the patient EMR.
Schedule pre-op office appointment per physician protocol
Schedule post-op office appointment per physician protocol
Scan surgery documents into current EMR system
If necessary, assist patients with signing consents, explain orders and any other instructions at the time of preop visit or preop call
Inform manager and physician of any potential scheduling conflicts or patient complaints/concerns
Verify cases weekly in QGenda to maximize physician’s surgery time
Notify the Template Group if cases get cancelled and a physician able to work back into the office
Admit patients directly to the hospital when needed
Greet patients in a professional and courteous manner in person and on phone
Utilize electronic medical records for documentation and charting of all patient information to include but not limited to phone encounters, appointment scheduling, lab results, physician orders, etc.
Accurately maintain the office schedule and all calendars. Verify that Athena, QGenda and other scheduling tools match
Reschedule office patients or surgery cases if physician schedules vacation, illness, or surgery
Maintain the physician’s electronic calendar if necessary
Assist in the training of new employees as needed
Perform other duties as requested