Surgery Scheduling Supervisor

Proliance Surgeons•Seattle, WA

13h

About The Position

The Scheduling Supervisor plays a critical role in ensuring timely, accurate, and patient-centered access to surgical and imaging care. This position provides direct leadership and operational oversight for Prior Authorizations, Surgery Scheduling, and MRI Scheduling teams, ensuring schedules are optimized, patients are contacted promptly, and pre-operative requirements are completed efficiently and compliantly. This role partners closely with the clinic and ASC leadership teams to manage day-to-day operations, mentor and develop staff, and drive continuous improvement initiatives that enhance patient experience, provider productivity, financial performance, and regulatory compliance. The Scheduling Supervisor demonstrates mastery of scheduling operations and serves as a key resource for resolving complex access, authorization, and scheduling challenges.

Requirements

High school diploma or GED required; bachelor’s degree preferred
Minimum of two (2) years’ experience in surgery scheduling or a related role
Minimum of two (2) years’ experience in a supervisory or lead role within a medical or surgical scheduling environment;
High school diploma or GED required, bachelor’s degree is a plus
Strong working knowledge of surgical clinic operations and scheduling workflows.
Knowledge of federal, state, and HIPAA privacy regulations.
Proficiency in medical terminology and medical office procedures.
Working knowledge of insurance eligibility verification, benefits, and prior authorizations across commercial and managed care payers.
Demonstrated ability to analyze problems, interpret data, and prioritize effectively in a fast-paced environment.
Strong interpersonal and communication skills, including the ability to de-escalate upset or frustrated patients.
Proven leadership, training, mentoring, and coaching capabilities.
Exceptional customer service orientation.
Ability to model professionalism, patience, composure, and cooperation.
Strong organizational, delegation, and time-management skills with attention to accuracy and detail.
Ability to manage multiple priorities, exercise initiative, and follow through to resolution.
Flexibility to work varied hours and step in as a working leader when needed.
Ability to remain objective and professional in complex or stressful situations.
Demonstrated adaptability to change and continuous learning mindset.

Responsibilities

Lead and supervise Surgery Scheduling, Imaging Scheduling, and Authorizations/Benefits teams, ensuring clear expectations, accountability, and performance standards.
Coach, train, and develop staff to promote consistency, engagement, and high performance.
Support recruiting, onboarding, competency development, and cross-training of team members.
Partner with management on performance reviews, goal setting, corrective action, and terminations as needed.
Promote positive leadership, open communication, and staff engagement while modeling professionalism and emotional intelligence.
Manage staffing, scheduling, timesheets, and time-off requests to ensure appropriate coverage.
Oversee scheduling of surgical procedures, imaging, and related pre- and post-operative appointments.
Optimize patient access and schedule utilization by actively managing clinic, surgery, and MRI schedules to reduce gaps, cancellations, and underutilization.
Monitor turnaround times and accuracy, proactively addressing trends that contribute to denials, delays, or rescheduling.
Serve as the primary escalation point for complex scheduling, authorization, and access issues.
Research, resolve, and prevent scheduling discrepancies; maintain accurate workflows, training materials, and standard operating procedures.
Manage provider templates and update physician schedules based on volume, access needs, and changes in availability.
Track, analyze, and report key performance indicators (KPIs) including fill rates, backlogs, timeliness, denials, cancellations, and conversion rates.
Support financial transparency and upfront collection efforts, including oversight of Good Faith Estimate timeliness and accuracy.
Lead continuous improvement initiatives to enhance scheduling efficiency, reduce backlogs, prevent denials, and improve patient access.
Partner with leadership to design, implement, and sustain workflows, policies, and scheduling standards.
Lead adoption of technology and automation solutions, including self-scheduling tools, dashboards, and workflow automations.