Surgery Scheduler, Hilborn Cardiology (Full Time, Day)

NorthBay Healthcare Corporation•Fairfield, CA

About The Position

At Northbay Health, the Surgery Scheduler is a member of the clinic patient care team who performs duties and coordinates the complex logistics required to schedule patient tests, pre- and post-operative visits, and surgical procedures. The role coordinates all aspects of surgical procedures, including patient preferences, and communicates closely with the Operating Room Scheduler and Same Day Center staff. The scheduler ensures payer requirements are met before surgery is scheduled and secures accurate patient demographics, authorizations, and payer information in a timely manner to prevent delays in care. The role verifies and documents eligibility and benefits, ensures appropriate documentation is present in the patient’s Electronic Health Record (EHR), schedules procedures according to department protocols, and coordinates the transfer of necessary records. The position requires coordinating procedure requests and appointments with patients, physicians, surgeons, multidisciplinary departments, vendors, materials management, and operating-room venues. It also supports efficient use of surgeon schedules and operating-room block time, communicates surgery details to patients, and follows established policies and performance standards. The schedule is Monday through Friday, with variable hours depending on clinic operations and volume.

Requirements

Minimum of three years of experience in a clinic setting, with experience and knowledge of health insurance and benefit requirements.
At least one year of experience as a surgery scheduler in a specialty care setting.
Strong organizational and written and spoken communication skills.
Ability to work independently on complex tasks and manage competing deadlines.
In-depth working knowledge of Windows and Microsoft Word.
Knowledge of ICD-10 and CPT coding.
Knowledge of medical terminology, procedures, and insurance rules and regulations.
Accuracy and attention to detail.
Ability to coordinate, schedule, and track complex surgery scheduling and multiple patient appointments.
Ability to multitask and schedule appointments for several multidisciplinary clinics.
Ability to remain calm in stressful situations.
Demonstrate Northbay’s values and True North: nurturing care, own it, respect relationships, build trust, and hardwire excellence.
Ability to meet the physical demands of the job, including walking; prolonged sitting and standing; using a telephone, writing, and typing on a computer keyboard for six or more hours each day; and stooping, bending, reaching, twisting, and squatting. Reasonable accommodations may be made for individuals with disabilities.

Nice To Haves

High school graduate or equivalent.
Graduate of an accredited Medical Assistant program.
Medical Assistant certification.

Responsibilities

Gather, update, and verify insurance and payer information, ensuring accurate entry into the practice management system.
Confirm authorizations, verify insurance type and eligibility for care, determine when authorization is required, and obtain it before the service date.
Determine and document the need for signatures for conditions of registration and the Medicare secondary payment screen.
Prioritize procedure requests based on clinical need indicated by the ordering provider and the Medical Services Request Form (MSR).
Schedule complex pre- and post-operative appointments in accordance with pre-admission requirements, procedures, department protocols, and timing.
Contact patients when authorization is approved or denied and advise the physician of denials.
Provide patients with surgery and appointment dates and times, pertinent information, and a facility map to help them find their destinations.
Review and coordinate the surgeon’s schedule to support efficient use of surgeon and operating-room time.
Coordinate resources and surgery scheduling among department surgeons, multidisciplinary departments, vendors, materials management, operating-room venues, and patients.
Collaborate with operating-room scheduling to maximize use of block time in each operating-room venue.
Ensure required verifications and authorizations are completed before scheduling patients.
Maintain effective communication with physicians, coworkers, and patients, and promote teamwork within immediate and extended work groups.
Participate in educational programs, staff meetings, and in-service meetings.
Perform other job-related duties and responsibilities as assigned.
Adhere to established policies and procedures and meet attendance and punctuality standards.