Surgery Scheduler

Urology of Virginia PLLC•Virginia Beach, VA

About The Position

We are looking for a skilled Surgery Scheduler to join our team, responsible for efficiently coordinating surgical procedures, from scheduling surgery dates with hospitals to ensure all necessary pre-operative requirements are met. This role involves proactive communication with 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
Proficient in typing (65 wpm). Proficient in Microsoft Office Software to include e-mail software
Proficient in Athena, Connect Care and Epic

Responsibilities

Answers telephone within 3 rings in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller
Checks individual and group voicemail boxes hourly
Returns calls on the same day
Leaves no voice messages in the mailbox at the end of the day
Schedule surgery date with the hospital
Update Qgenda with the surgery
Work with the Benefit/Auth Team to inform patients of surgical estimates, deposits and obtain insurance authorizations
Makes sure H&Ps, labs, cultures, diagnostic testing and medical clearances are obtained and up to date and that the results are available for review prior to the surgery date
Ensure timely scanning of pre-op orders, consents, etc. into the patient EMR.
Schedule pre-op office visit per physician protocols
Schedule post-op office appointment
Call patients 7 days in advance of their surgery to confirm surgery date/time and verify that they have not taken blood thinners
Assist patients with signing of consents, explaining orders and any other patient instructions at the time of the hospital work-up visit
Informs manager and physician of any potential scheduling conflicts or patient complaints/concerns
Weekly verify surgery in Office Tracker with the hospital scheduling offices to maximize provider’s surgery time
Notify the Administrative Manager if a surgery has been cancelled and a provider is able to work back into the office
Admits patient directly to the hospital when needed
Submit FMLA, disability, work notes and other papers for patients when needed.
Greet patients in a professional and courteous manner
Utilizes electronic medical records for documentation and charting all patient information to include but not limited to phone encounters, appointment scheduling, lab results, provider orders, etc
Accurately maintains the office schedule and calendars. Verifies that Athena, Qgenda and other scheduling tools match
Maintain the provider’s electronic calendar
Assist in the training of new employees as needed
Scan surgery papers into current EMR system
Perform other duties as requested