Surgery Scheduling Supervisor - Orthopedic Clinic

Proliance Surgeons•Seattle, WA

20h

About The Position

Lead a dedicated medical scheduling team at a top-ranked surgical practice in Seattle — with competitive pay, health insurance, 401(k) matching, PTO & culture-building perks like free coffee and weekly lunches! At Proliance Surgeons - Orthopedic Specialists of Seattle, we believe great patient care starts with a supported and appreciated team. We foster a collaborative, respectful culture where employees are encouraged to grow, learn, and pursue new opportunities. In addition to meaningful work and pathways for professional development, we prioritize employee appreciation with perks like free coffee, weekly complimentary lunches, an annual holiday party, and other team-building events, because we believe a positive, connected workplace matters. Additional perks & benefits include: Medical, dental, and vision insurance 401(k) with match and profit sharing Generous paid time off/sick and safe leave - accrual from date of hire Holiday pay, no nights or weekends Life and LTD - paid for by the company Performance incentives Flexible schedule Learning Management System offering free CEUs Team member referral program and more! Position Summary The Surgery 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
Experience with surgical or medical clinic scheduling and operations
Working knowledge of HIPAA/privacy regulations, medical terminology, and office workflows
Experience with insurance eligibility, benefits, and prior authorizations
Strong communication skills, including the ability to de-escalate patient concerns
Highly organized, detail-oriented, and able to prioritize in a fast-paced environment

Nice To Haves

Prior leadership, training, or team-lead experience
Ability to analyze data, identify trends, and support operational improvements
Adaptable, professional, and composed in high-pressure or changing environments

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.