Surgery Scheduling Specialist - Ear, Nose, and Throat Clinic

Vanderbilt University Medical Center•Nashville, TN

About The Position

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: OTO Non-Clinical Job Summary: The Surgery Scheduling Specialist is responsible for coordinating surgical procedures for multiple surgeons by aligning their availability with operating room schedules and patient preferences. This role ensures all necessary equipment is ordered and available for procedures while also handling insurance prior authorizations. Additionally, the Surgery Scheduling Specialist provides comprehensive patient guidance, walking them step by step through the entire surgical process to ensure a smooth and stress-free experience. This position requires exceptional customer service skills and the ability to deliver difficult news with compassion and professionalism.

Requirements

Previous experience in medical scheduling, healthcare administration, or a related field preferred.
Experience managing schedules for multiple surgeons or providers preferred.
Knowledge of surgical procedures, insurance authorization processes, and medical terminology.
Exceptional customer service and interpersonal skills.
Strong ability to deliver difficult news in a compassionate and professional manner.
Strong organizational skills and attention to detail.
Ability to multitask and work efficiently in a fast-paced environment.
Proficiency in medical scheduling software and electronic health records (EHR) systems.
Relevant Work Experience Experience Level: 2 years
Education: High School Diploma or GED

Responsibilities

Schedule Coordination: Manage surgical schedules for multiple surgeons, ensuring efficient use of operating room time.
Work closely with physicians, patients, and hospital or surgery center staff to coordinate procedure dates and times.
Communicate surgery details, including pre-operative instructions, to patients and family members.
Patient Guidance and Education: Serve as the primary point of contact for patients, walking them step by step through the entire surgical process.
Provide detailed explanations of pre-operative requirements, including necessary lab work, medication instructions, fasting guidelines, and arrival times.
Ensure patients understand post-operative care instructions and follow-up appointment scheduling.
Address patient concerns, answer questions, and provide reassurance throughout the process.
Deliver difficult news, such as surgery rescheduling, insurance denials, or financial obligations, with empathy and professionalism.
Exceptional Customer Service: Maintain a compassionate and patient-centered approach in all interactions.
Effectively manage patient expectations and handle stressful situations with professionalism and kindness.
Provide emotional support to patients and families who may be anxious or frustrated.
Equipment and Supply Management: Order and arrange for all necessary surgical equipment and supplies for multiple surgeons.
Coordinate with vendors and hospital supply departments to ensure timely availability of specialized instruments.
Verify that all necessary equipment is available prior to the scheduled procedure.
Insurance and Authorization Handling: Obtain prior authorizations from insurance companies for scheduled surgical procedures.
Gather and submit all required documentation for approval, ensuring compliance with insurance guidelines.
Communicate with patients regarding insurance approvals, denials, and any financial obligations.
Administrative Support: Maintain accurate records of surgery schedules, authorizations, and equipment orders.
Provide exceptional customer service by addressing patient inquiries and concerns regarding their surgery.
Collaborate with multiple surgeons and medical staff to handle scheduling conflicts or last-minute changes efficiently.