Surgical Scheduler

Center for Advanced Orthopedics and Sports Medicine•Auburn Hills, MI

About The Position

The Surgical Scheduler uses clinical knowledge to schedule office-based and hospital procedures and surgeries according to provider orders, patient diagnoses, and procedure requests. The position requires excellent customer service and timely, accurate responses to written and oral communications about scheduling changes or cancellations. The scheduler must be organized and able to manage a demanding workload accurately. The role coordinates surgical cases with providers, surgical sites, vendors, hospital staff, and ancillary services. It also supports patients through preparation and scheduling communications, insurance authorization, medical clearance, pre-surgical testing, discharge instructions, and follow-up appointments. The scheduler helps maintain patient safety, accurate coding and billing, complete pre-operative documentation, and effective relationships with practitioners.

Requirements

Minimum of a high school diploma and 1–3 years of healthcare scheduling experience, or an equivalent combination of education and experience.
Consistent professional conduct and meticulous attention to detail.
Excellent verbal and written communication and interpersonal skills with patients, staff, and other healthcare professionals.
Critical thinking skills and a positive attitude.
Knowledge of customer and personal service principles, including assessing customer needs, meeting service quality standards, and evaluating customer satisfaction.
Knowledge of administrative and clerical procedures and systems, including word processing, managing files and records, and office procedures and terminology.
Ability to listen attentively, understand others’ points, ask appropriate questions, and avoid interrupting inappropriately.
Ability to convey information effectively to others.
Ability to speak clearly and be understood.
Ability to read and understand written information and ideas.
Ability to combine information to form general rules or conclusions.
Ability to accept criticism and deal calmly and effectively with high-stress situations.
Careful attention to detail and thoroughness in completing work tasks.
Reliability, responsibility, dependability, and ability to fulfill obligations.
Ability to walk, climb, bend, and squat, and lift items weighing up to 25 pounds.

Responsibilities

Schedule inpatient and outpatient surgical procedures.
Use judgment, experience, and insight to schedule surgical cases in accordance with best-practice standards and the member’s needs, considering surgeon availability and constraints, surgical suite availability across sites, and required ancillary services.
Coordinate with vendor staff to ensure necessary equipment is available for office- and hospital-based procedures.
Coordinate with hospital staff to support cohesive patient care.
Enter scheduling notes and special instructions in the electronic medical record.
Use clinical knowledge to assess whether appointments are consistent with the provider’s stated diagnosis and indications.
Provide patients with accurate, detailed information about test preparation, arrival times, directions, and other scheduling needs, and respond appropriately to questions.
Confirm patients’ insurance providers and obtain prior authorization or communicate authorization needs to appropriate parties.
Ensure patients have appropriate medical clearance and pre-surgical testing as needed.
Complete pre-procedure telephone calls and confirm appointment times with patients.
Review discharge instructions with patients and schedule appropriate follow-up appointments when the procedure is scheduled.
Provide patient care in a manner that promotes safety and reduces the likelihood of medical or healthcare errors.
Ensure correct coding is in place for accurate posting and billing.
Communicate changes in a member’s medical condition, as reported by the member, to the surgeon or the surgeon’s designee.
Build relationships with practitioners based on integrity and credibility.
Prepare pre-operative packets with required forms for the scheduled procedure, following provider guidelines and including forms specific to the surgery facility.
Mail surgical information and notifications according to department, facility, and/or provider guidelines.
Cross-train for various clerical department functions.
Assist other department members as needed.
Perform other duties as assigned.