Surgery Scheduler

Proliance Surgeons•Puyallup, WA

About The Position

The Surgery Scheduler ensures patients are scheduled for surgical care in a timely, accurate, efficient, and compassionate manner. The role organizes and maintains an active, accurate, operational surgery schedule and coordinates scheduling processes with patients, physicians, clinical staff, medical professionals, and surgical-center departments. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The Scheduler guides patients and caregivers through required forms and information, updates records in practice management and EMR software, coordinates pre- and post-operative data and appointments, and communicates with patients about preparation, authorizations, financial counseling, and scheduling. The role also coordinates referrals, testing, consultations, and follow-up care; resolves scheduling conflicts and discrepancies; and follows applicable organizational policies.

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, authorizations, eligibility, and referrals.
Ability to manage and prioritize multiple scheduling tasks accurately and in a timely manner, with attention to detail.
Excellent communication and interpersonal skills, including the ability to give clear instructions, support patients compassionately, and collaborate with physicians and staff.
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 organizational skills, including tracking details, managing follow-ups, and maintaining up-to-date records 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 and adapt to schedule changes, patient needs, and clinical priorities.
Commitment to excellent patient service and care coordination throughout the surgical scheduling process.
Ability to collaborate with clinical, administrative, and billing teams.

Nice To Haves

Courses related to anatomy, biology, physiology, or medical terminology.
Bachelor of Arts or Bachelor of Science degree.
One to two years of experience in a medical office.

Responsibilities

Guide patients and caregivers in completing necessary forms and providing information, and update the 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 issues.
Schedule procedures based on surgeon and surgical-team availability and the patient's medical condition.
Coordinate special surgical needs with other medical professionals and the relevant surgical-center departments.
Schedule required diagnostic testing and related follow-up.
Serve as a contact for patients regarding surgery scheduling and communicate about pre-certification, authorization, financial counseling, and scheduling.
Give patients and relevant third parties instructions about steps to take before and after surgery.
Schedule post-surgical physician appointments and complete related tests and tasks.
Ensure cancelled surgeries and associated ancillary appointments are cancelled and communicated to stakeholders.
Research and resolve discrepancies in a timely manner.
Complete other duties and assist others as directed.
Follow policies communicated during onboarding, updated in real time, and outlined in the Associate Handbook.