Surgery Scheduler - VCWC Pain Center (Full Time, Day)

NorthBay Healthcare Corporation•Fairfield, CA

About The Position

The Surgery Scheduler is a member of the clinic patient care team and manages the logistics of scheduling patient tests, pre- and post-operative visits, and complex surgical procedures. The role coordinates all aspects of surgery scheduling, including patient preferences, communication with the Operating Room Scheduler and Same Day Center Staff, and completion of payer requirements before surgery is scheduled. The scheduler secures accurate patient demographic, authorization, and payer information in a timely manner, verifies and documents eligibility and benefits, and ensures appropriate records are in the patient’s Electronic Health Record (EHR). The position also schedules department procedures according to department-specific appointment protocols and coordinates transfers of necessary records. The role requires coordination among surgeons, patients, vendors, materials management, operating-room venues, and multidisciplinary departments. The scheduler prioritizes requests based on clinical need, coordinates surgeon and operating-room schedules, and communicates surgery and appointment information to patients. The position participates in educational programs, staff meetings, and in-service meetings, and performs other assigned job-related duties. This is a full-time, day-position with Monday-through-Friday hours that vary according to clinic operations and volume.

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.
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.
Meet the physical demands of the role, including walking; prolonged sitting and standing; using a telephone, writing, and keyboarding for six or more hours each day; and stooping, bending, reaching, twisting, and squatting.
High school graduate or equivalent preferred.

Nice To Haves

Graduation from an accredited Medical Assistant program.
Medical Assistant certification.

Responsibilities

Gather, update, and verify insurance and payer information, and enter it accurately into the practice management system.
Confirm authorizations, verify insurance type and eligibility, determine when 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 (MSR).
Schedule complex pre- and post-operative appointments, applying knowledge of pre-admission requirements, procedures, department protocols, and timing.
Contact patients regarding authorization approvals or denials and advise the physician when authorization is denied.
Provide patients with relevant surgery and appointment dates and times, as well as facility maps to help them find their destinations.
Review and coordinate surgeon schedules to support efficient use of surgeon and operating-room time.
Coordinate surgery scheduling resources for department surgeons, including coordination among 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 support maximum utilization of block time in each operating-room venue.
Maintain effective communication with physicians, co-workers, and patients, and promote teamwork within immediate and extended work groups.
Participate in educational programs, staff meetings, and in-service meetings.
Perform other assigned job-related duties and responsibilities.
Adhere to established policies and procedures and meet attendance and punctuality standards.