Surgery Scheduler

Position Summary

The role of the Scheduler is essential to providing excellent surgical care and clinical care for every patient, every day.  This role makes certain that the patient is scheduled in a timely, accurate, efficient and compassionate manner so that the processes surrounding the procedure are of no distraction or concern.  The primary responsibility is to ensure, organize, and maintain an active, accurate and operational surgery schedule for all involved.

Location: Proliance Pacific Rim Orthopedic Surgeons (Bellingham, WA)

Schedule: Monday through Friday, 8:00am - 5:00pm

Overview: 

The provider/MA will give the surgery scheduler the surgical order via task on EMR (or pink sheet). 

Surgery may be need to be scheduled with a patient still in the office. (if this is the case, the surgery scheduler can grab the surgical book and find an appropriate place for them. 

The Surgery scheduler will then find the best appropriate place for the patient to be scheduled based on Insurance(timing of auth) and availability. 

This position will also read the note/surgery sheet to see if any pre-surgical testing/clearance is needed. 

Once the information is gathered the surgery scheduler will call the patient to schedule their surgery. At that time a pre-op appt (if needed) and their first post op appt and their surgery will be scheduled and documented in Next Gen, SIS/SJMC/SSC,etc., and in EMR. 

The surgery scheduler will also maintain the accuracy of the surgeons surgery book and outlook calendar for the provider team. 

Inform the patient to expect surgical surveys from CareSense and things to do” before and after surgery”. 

Surgery scheduler will be the main patient contact for questions pertaining to their surgery. *Out of scope clinical questions can be forwarded to Triage nurse or MA 

Once the surgery and presurgical testing, pre/post op appt have been scheduled the surgery scheduler will then hand off the surgery to the authorization specialist. 

Key Duties and Responsibilities

The key duties and responsibilities of the Scheduler include, but are not limited to:

Provide guidance to patients and/or their caregivers on completing necessary forms and information to be provided, making sure to update this in the practice management and EMR software; ensure completion of all pre and post operational data

Assist with facilitation and scheduling of outside referrals, tests, and/or consultations

Schedule surgeries via phone or in-person, verifying eligibility, and triaging with physicians and clinical staff to resolve any scheduling problems

Schedule surgeries based on the availability of the surgeon, the surgical team and the medical condition of the patient

Assure appropriate coordination with other medical professionals involved and the related surgical center/location’s departments, when special surgical needs occur.

Schedule any diagnostic testing required and the related follow-up

Act as a contact for patients with regards to surgery scheduling. Provide ongoing communication with patient regarding pre-certification, authorization, financial counseling and scheduling process. 

Inform the patient and any relevant third party through instructions about “things to do” before and after surgery

Set post-surgical appointments with physicians and perform all related tests and tasks

Ensure that cancelled surgeries and related ancillary appointments are cancelled and communicated to all stakeholders

Research and resolve discrepancies in a timely manner.

Complete duties and assist others as directed

Attention to detail, excellent organizational and time management skills

Ability to work both independently and as a team member

Demonstrated ability to learn quickly and function well in a fast paced, high-pressure environment

Education/Experience

High school diploma or its equivalent required, courses related to anatomy, biology, physiology or medical terminology a plus

BA or BS is preferred but experience is considered in lieu of formal degree

1-2 years of experience in a medical office preferred

Knowledge, Skills and Abilities

Strong working knowledge of medical and surgical scheduling processes, including patient preparation requirements, pre-operative and post-operative workflows, and coordination with clinical teams.

Familiarity with medical terminology, insurance requirements, and basic concepts related to authorizations, eligibility, and referrals.

Ability to manage and prioritize multiple scheduling tasks while maintaining accuracy, timeliness, and attention to detail.

Excellent communication and interpersonal skills, with the ability to provide clear instructions, support patients compassionately, and collaborate effectively with physicians and staff.

Strong problem-solving abilities, including the ability to identify scheduling conflicts, troubleshoot issues, and escalate complex matters when needed.

Ability to handle sensitive patient information with discretion and maintain compliance with HIPAA and privacy regulations.

High level of organization, with the ability to track details, manage follow-ups, and keep records up to date in scheduling and EMR systems.

Proficiency with office software and scheduling tools, including EMR and practice management systems.

Ability to work calmly and efficiently in a fast-paced environment, adapting to changes in provider schedules, patient needs, or clinical priorities.

Commitment to providing excellent patient service, ensuring patients receive timely information, support, and care coordination throughout the surgical scheduling process.

Ability to collaborate effectively with cross-functional teams, including clinical, administrative, and billing departments, to support seamless patient care and accurate scheduling.

Work Environment/Physical Demands

The work environment/physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable differently abled persons to perform the essential functions.