Surgical Scheduler

WVU Medicine

20h•Onsite

About The Position

Performs administrative and clerical duties to manage surgical scheduling and coordinate pre-admission testing performed or ordered within the department. The position maintains surgeon calendars and coordinates procedures, testing, patient communications, and related documentation with patients, families, clinical staff, clinics, and third-party payers. The work is performed in a standard office environment.

Requirements

High school graduate or equivalent.
State criminal background check and federal background check, if applicable, as required for regulated areas.
Strong written and verbal communication skills.
Familiarity with medical terminology.

Nice To Haves

One year of medical office experience with scheduling responsibilities.

Responsibilities

Establish and monitor each surgeon’s calendar and coordinate it with the operating room schedule to schedule cases efficiently and optimize operating room time.
Monitor procedure durations for each surgeon to support effective use of operating room time.
When procedures are canceled, identify future cases or appointments to fill schedule gaps, taking internal staff schedules and preferences into account; fill openings with patients requiring only a procedure.
Assist with scheduling urgent and emergent surgeries.
Coordinate and schedule testing required before surgery.
Maintain an up-to-date queue of tests ordered by physicians in EPIC and gather ancillary testing forms when needed.
Communicate impending surgery information to patients and families within the incumbent’s scope of knowledge; send detailed instruction letters, copies to referring providers, and appointment cards.
Call patients with appointment reminders, confirm their intent to attend, and serve as a contact for questions or concerns.
Confirm patient procedures within the suite for clinical staff.
Maintain inventory of patient instructions and educational materials related to ancillary testing.
Coordinate patient care and procedure requests with clinics, pre-admission testing, and staff across the Clinical Enterprise.
Obtain phone consent and coordinate care for DHHR patients; scan legal documents into EPIC.
Arrange pre-certification with third-party payers when required.
Complete missing information and provide referring clinical staff with request forms supporting determinations of medical procedure, treatment necessity, and follow-up needs.
Refer patients who need financial assistance to social services and financial counselors.
Maintain records of cases performed, including cases involving resident participation, as needed.
Update DEPOT weekly with case information and scheduling issues.