Surgery Scheduler, Hilborn Cardiology (Full Time, Day)

NorthBay Health•Fairfield, CA

7d•$27 - $33•Onsite

About The Position

The Surgery Scheduler functions as a member of the clinic patient care team and coordinates the complex logistics required to schedule patient tests, preoperative and postoperative visits, and surgical procedures. The role coordinates all aspects of procedures, including patient preferences, and maintains close communication with the Operating Room Scheduler and Same Day Center staff. It ensures payer requirements are met before surgery is scheduled and that patient demographics, authorizations, and payer information are accurate and secured in a timely manner to avoid delays in care. The position verifies and documents eligibility and benefits, ensures appropriate information is in the patient’s Electronic Health Record, schedules procedures according to department protocols, and coordinates the transfer of necessary records. It also coordinates surgeon, operating room, vendor, materials management, and patient schedules, while prioritizing requests according to clinical need. The position is full time and works Monday through Friday, with variable hours depending on clinic operations and volume. Attendance is an essential function. The role involves walking; prolonged sitting and standing; using a telephone, writing, and keyboarding for six or more hours daily; and stooping, bending, reaching, twisting, and squatting.

Requirements

At least three years of experience in a clinic setting, including experience and knowledge of health insurance and benefit requirements.
At least one year of experience working 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, including appointments for several multidisciplinary clinics.
Ability to multitask and remain calm in stressful situations.
Demonstrate NorthBay Health’s values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence.
Meet the physical demands of the role, with reasonable accommodations available as described in the posting.

Nice To Haves

High school graduate or equivalent.
Graduation from an accredited Medical Assistant program.
Medical Assistant certification.

Responsibilities

Gather, update, verify, and accurately enter insurance and payer information in the practice management system; confirm authorization.
Verify insurance type and eligibility for care.
Determine whether service authorization is required and ensure it is obtained before the service date; determine and document the need for signatures for conditions of registration and the Medicare secondary payment screen.
Prioritize procedure requests according to clinical need indicated by the ordering provider and the Medical Services Request Form.
Schedule complex preoperative and postoperative appointments, applying knowledge of pre-admission requirements, procedures, department protocols, and timing.
Contact patients about authorization approvals or denials and advise the physician when authorization is denied.
Provide patients with relevant surgery information, appointment dates and times, and facility maps.
Review and coordinate surgeons’ schedules to support efficiency for surgeons and operating rooms.
Coordinate resources to schedule surgeries for department surgeons.
Coordinate scheduling among department surgeons, multidisciplinary departments, vendors, materials management, operating room venues, and patients.
Ensure required verifications and authorizations are completed before scheduling patients.
Collaborate with operating room scheduling to maximize use of block time in each operating room venue.
Promote teamwork within immediate and extended work groups and maintain effective communication with physicians, coworkers, and patients.
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.

Benefits

Medical insurance
Dental insurance
Vision insurance
Life insurance
Disability coverage
Long-term care coverage
Paid time off, including vacation, sick leave, holidays, and bereavement
403(b) retirement plan with employer match
Education reimbursement for eligible roles
Professional development and training programs
Employee Assistance Program
Wellness programs
Recognition programs
Shift differentials
Market-based compensation review and increases subject to approval and organizational performance