Medical Scheduler - Planned Surgery & Endoscopy

Western Health; Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Public sector security

Salary packaging

Job summary

Western Health is seeking a Medical Scheduler for Planned Surgery & Endoscopy to coordinate theatre lists across Footscray and Sunshine campuses. You will partner with Liaison Nurses and surgical units to turn waiting lists into timely schedules using iPM and EMR systems.

In this permanent full-time role, you’ll manage patient communications, pre-admission steps, and adherence to DH Planned Surgery policies, ensuring accurate records and smooth patient journeys with empathy and attention to

Qualifications

• Experience with waitlist management principles and surgical access policies.
• Strong understanding of surgical/medical terminology.
• Excellent verbal and written communication with patients and teams.
• High accuracy in data entry and ability to meet deadlines.

Responsibilities

• Theatre list optimisation with Liaison Nurses to schedule lists two weeks in advance.
• Coordinate patient admission requests, pre-admission clinics, and dates in EMR/iPM.
• Ensure records align with DH Planned Surgery Access Policy and ESIS standards.
• Provide compassionate, timely communication to patients and carers.
• Collaborate with perioperative teams to resolve booking bottlenecks.

Skills

Systems proficiency

Medical terminology

Customer service

Data accuracy

Pre-employment checks

Tools

iPM

EMR

MS Office

Job description

Medical Scheduler - Planned Surgery & Endoscopy

Behind Every Successful Surgery Is a Seamless Pathway. Orchestrate the Journey.

For a patient awaiting a planned surgical or endoscopic procedure, the care journey begins long before they enter the operating suite. It starts with clear communication, meticulous scheduling, and the reassurance that their care pathway is organised with precision and empathy.

At Western Health, our Division of Surgery, Endoscopy and Anaesthesia Services delivers over 16,000 planned procedures every year across adult and paediatric specialities. As our Planned Surgery & Endoscopy Scheduler, you are the vital operational link between clinical teams, hospital theatres, and patients. Partnering directly with Liaison Nurses and surgical units, you turn complex waiting lists into streamlined, timely theatre schedules—ensuring our community receives vital care without delay.

Why Join Western Health?

Ongoing Public Sector Security: Enjoy the stability and career foundations of a permanent, full-time appointment within one of Melbourne’s leading public health services.

Maximised Take-Home Pay: Supplement your base salary with 12% superannuation and salary packaging (up to $11,660 in tax-free general living expenses plus meal/entertainment allowances).

Clear Career Pathways: Access continuous learning, digital systems training, and structured career progression pathways through the Western Health Learning Academy.

Collaborative Team Culture: Work within a dedicated, supportive booking and clinical liaison team that values your attention to detail and treats administrative excellence as a core clinical partner.

What You Bring

Systems Competency: Demonstrated proficiency in patient information systems (experience with iPM and Electronic Medical Records/EMR is highly regarded) alongside strong MS Office skills.

Medical Terminology & Compliance: A solid understanding of surgical/medical terminology and familiarity with waitlist management principles (experience with the DH Planned Surgery Access Policy or ESIS is an advantage).

Customer Service & Empathy: Outstanding verbal and written communication skills, with a patient-centred approach to managing queries from patients, families, and clinical teams.

Detail & Organisation: High accuracy in data entry with the ability to prioritise tasks, balance competing demands, and meet strict deadlines.

Pre-Employment Checks: Satisfactory National Police Record Check, Working with Children Check, and Immunisation Clearance prior to start.

Where Precision Powers Patient Care

Based across our major acute campuses at Footscray and Sunshine Hospitals, you will drive key access and theatre management functions:

Theatre List Optimisation: Collaborate alongside Liaison Nurses to schedule balanced procedural lists at least two weeks in advance, maintaining accurate theatre templates across surgical specialities.

Patient Journey Coordination: Organise admission requests, pre-admission clinic appointments, and theatre dates within our Electronic Medical Record (EMR) and patient management systems (iPM).

Policy & Waitlist Governance: Ensure patient records align with the Department of Health (DH) Planned Surgery Access Policy and Elective Surgery Information System (ESIS) standards, supporting departmental audits and Statement of Priorities targets.

Compassionate Patient Communication: Act as a reassuring point of contact for patients and carers—providing timely appointment correspondence, answering enquiries, and guiding them through their pre-operative journey with clarity and warmth.

Multidisciplinary Connection: Liaise daily with perioperative teams, surgical units, general practitioners, and private specialist rooms to resolve booking bottlenecks proactively.

Step Into an Essential Role Where Your Organisation Directly Impacts Care.