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

NorthBay Health•Fairfield, CA

2d•$27 - $33•Onsite

About The Position

The Surgery Scheduler is a member of the clinic patient care team and performs the duties and coordinates the logistics required to schedule patient tests, pre- and post-operative visits, and complex surgical procedures. The role coordinates all aspects of surgery scheduling, including patient preferences, and maintains close communication with the Operating Room Scheduler and Same Day Center staff to ensure payer requirements are met before surgery is scheduled. The position secures accurate patient demographic, authorization, and payer information in a timely manner to prevent delays in care. It verifies and documents eligibility and benefits, ensures appropriate documentation is in the patient’s Electronic Health Record (EHR), schedules procedures according to department protocols, and coordinates the transfer of necessary records. The role works with surgeons, patients, vendors, materials management, multidisciplinary departments, and operating room venues to coordinate resources and appointments. It prioritizes requests based on clinical need, verifies required authorizations, communicates authorization outcomes to patients and physicians, and helps maximize operating room block-time use. The position also supports teamwork, effective communication, and participation in educational programs and staff meetings. Work hours are Monday through Friday, with variable hours depending on clinic operations and volume.

Requirements

At least three years of clinic-setting experience, 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, including Nurturing Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence.
Adhere to established policies and procedures and meet attendance and punctuality expectations.
Meet the physical demands of the role, with reasonable accommodations available 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, enter it accurately into the practice management system, and confirm authorizations.
Verify insurance type and eligibility for care.
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 based on clinical need as indicated by the ordering provider and Medical Services Request Form.
Schedule complex pre- and post-operative appointments, applying knowledge of pre-admission requirements, procedures, department protocols, and timing.
Contact patients when authorizations are approved or denied and advise the physician of denials.
Provide patients with pertinent 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.
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.

Benefits

Medical, dental, and vision insurance
Life, disability, and 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