Front Desk / Medical Scheduler

Vascular Surgery; San Leandro (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Vascular Surgery Medical Group is seeking a highly organized Medical Front Desk & Surgery Scheduler to join our growing team in San Leandro, CA. The role involves welcoming patients, coordinating vascular procedures, and ensuring timely insurance authorizations.

This full-time, on-site position requires strong multitasking skills, experience with EMR systems, and excellent communication. Travel to nearby Hayward and San Ramon may be required to support scheduling needs.

Qualifications

• Minimum 2 years of experience in a medical front office, scheduling, or outpatient healthcare setting.
• Experience scheduling surgeries or medical procedures.
• Vascular Surgery practice experience is a strong plus.
• Hands-on experience with insurance verification and prior authorizations.
• Familiarity with EMR systems (Athena, Epic) and medical terminology.

Responsibilities

• Greet and check in/out patients with a friendly, professional approach.
• Register patients, manage appointments, and coordinate follow-up scheduling.
• Verify demographics, insurance coverage, and required documentation.
• Coordinate vascular surgeries and procedures across multiple locations.
• Obtain prior authorizations and confirm scheduling details with physicians and staff.

Skills

Front desk coordination

Medical scheduling

Insurance verification

EMR systems

Multitasking

Tools

Athena

Epic

Microsoft Office

Job description

Vascular Surgery Medical Group

Location: San Leandro, CA (Travel to Hayward and San Ramon as needed)

Job Type: Full-Time | Monday–Friday | On-Site

Schedule: 8:00 AM – 4:30 PM

Join a Growing Vascular Surgery Practice Where Patient Care Comes First!

Are you an experienced medical front office professional who thrives in a fast-paced healthcare environment? Do you enjoy helping patients, coordinating procedures, and keeping a busy medical practice running smoothly?

Vascular Surgery Medical Group is looking for a highly organized, personable, and detail-oriented Medical Front Desk & Surgery Scheduler to join our growing team!

We are a busy, patient-focused vascular surgery practice specializing in minimally invasive vascular procedures and advanced vascular care. Our mission is simple: help patients find relief, improve their health, and get back to living their lives.

In this important dual-role position, you'll be the welcoming face of our Angio Suite while playing a critical role in coordinating vascular procedures, managing patient schedules, and ensuring insurance authorizations are completed accurately and on time.

If you're someone who enjoys working with patients, takes pride in staying organized, and can confidently manage multiple priorities, we'd love to hear from you!

What You'll Do:

Patient Services & Front Desk Coordination

• Welcome patients and provide a friendly, professional check-in and check-out experience.
• Manage patient registration, appointments, and follow-up scheduling.
• Answer patient calls, respond to inquiries, and coordinate communication with clinical staff.
• Verify patient demographics, insurance information, and required documentation.
• Collect copayments and patient balances.
• Help create a positive, efficient, and compassionate patient experience.

Surgery & Procedure Scheduling

• Coordinate and schedule vascular surgeries, minimally invasive procedures, and Angio Suite appointments.
• Manage physician and procedure calendars to ensure efficient scheduling.
• Communicate procedure dates, arrival times, and preparation instructions to patients.
• Coordinate scheduling changes, cancellations, and follow-up appointments.
• Work closely with physicians, nurses, and the Director of Nursing to maintain smooth daily operations.
• Coordinate scheduling needs across our San Leandro, Hayward, and San Ramon locations.

Insurance Verification & Prior Authorizations

• Verify insurance eligibility, benefits, and coverage for scheduled procedures.
• Obtain and track prior authorizations for vascular procedures, imaging, and surgical services.
• Communicate with insurance carriers to resolve authorization questions and pending approvals.
• Follow up proactively to prevent delays in patient care.
• Ensure all required authorizations and supporting documentation are completed before procedures.

Billing & Administrative Support

• Maintain accurate patient information and documentation in the electronic medical record (EMR).
• Work with the billing team to resolve insurance and documentation issues.
• Identify and communicate potential billing concerns before procedures.
• Support daily administrative operations and assist with workflow improvements.

What We're Looking For:

Required Qualifications

• Minimum 2 years of experience in a medical front office, medical scheduling, or outpatient healthcare setting.
• Experience scheduling surgeries or medical procedures.
• Vascular Surgery Practice experience puts you at the top of the list.
• Hands-on experience with insurance verification and prior authorizations.
• Understanding of medical insurance, billing processes, and medical terminology.
• Experience working with electronic medical records (EMR), such as Athena, Epic, or similar systems.
• Strong computer skills, including Microsoft Office.
• Excellent communication, organizational, and customer service skills.
• Ability to multitask, prioritize responsibilities, and remain organized in a busy medical environment.
• Professional, dependable, and committed to patient confidentiality.