Lead Surgery Scheduler

Pittsburgh Tomorrow; Pittsburgh (Allegheny County); On-site; USD 54,000 - 82,000; Full time

Job summary

University of Pittsburgh Physicians is hiring a full-time Lead Surgery Scheduler to support the Department of Gastroenterology in Oakland, PA. The role involves scheduling patients for procedures and visits, managing faxes and calls, and ensuring accurate billing and patient information across scheduling workflows.

The position requires high attention to detail, knowledge of insurance regulations, and ability to mentor new schedulers.

Qualifications

• Completion of a medical assisting program or 4-5 years experience in a medical field.
• Proficiency in medical terminology preferred.
• Knowledge of Medicare, BC/BS, managed care plans and workers compensation carriers regarding scheduling and approval of surgical procedures.
• General knowledge of practice management software and Epic preferred.

Responsibilities

• Schedule pre- and postoperative appointments and manage patient flow and office visits.
• Coordinate and schedule all necessary pre-testing and orders given by attending physicians.
• Send/receive patient records and ensure HIPAA-compliant handling of information.
• Assist with patient education and onboarding as needed.
• Provide leadership and mentorship for scheduling staff.

Skills

Medical terminology

Office software

Epic practice management

Interpersonal skills

Prioritization

Confidentiality

Independent working

Time management

Education

Medical assisting program

Job description

University of Pittsburgh Physicians is hiring a full-time Lead Surgery Scheduler to support the Department of Gastroenerology in Oakland, PA. In this position, you will work Monday-Friday during daylight hours assisting with scheduling patients for procedures and office visits and processing faxes and incoming patient calls.

Responsibilities

• Provide patients with pre and postoperative instruction according to service specific guidelines. Schedule post-operative appointments and appointments to review testing ordered by physician.
• May participate in interview and onboarding activities of surgery schedulers as requested.
• Send/receive patient medical records in accordance with Health Insurance. Obtain lab/x-ray reports, hospital notes, referral information, etc.
• Assists nurses with messages/triage/OR chart prep etc.
• Participates in the development and implementation of departmental goals, processes, and procedures. Participates with creation and implementation of departmental goals, processes and procedures.
• Ensure all billing and insurance information is current and accurate.
• Complete forms/requisitions as needed. Schedule appointments. Manages schedules and organizing patient flow. Verify insurance coverage and patient demographics. Prepare and managing charts to ensure information completed and filed appropriately.
• Answer and respond to all incoming telephone inquiries utilizing UPP customer service standards.
• Perform all responsibilities in a manner that demonstrates appropriate behavior towards staff, peers and other department personnel as defined in the departmental and UPMC/UPP job performance standards. Employee can be relied upon to work steadily and effectively and for punctuality and regularity of attendance. Stays late to cover clinical areas as needed
• Obtain pre-certification and/or referral prior to the date of the procedure. Ensure that informed consents are signed.
• Prepare patient rooms, set up instruments and equipment according to department protocol. Clean exam/procedure rooms, instruments and equipment between patient visits to maintain infection control. Clean according to scheduled maintenance program and keeping appropriate records.
• Accompany patients to exam/procedure room. Assist patients as needed with walking, transfers, dressing, collecting specimens, preparing for exam, etc. Collect patient information/history; taking vitals, performing screenings per provider guidelines. Relay instructions to patients/families. May provide more individualized patient/family education and supportive counseling as needed.
• Provides leadership for all surgery schedulers.
• Serves as a resource and mentor for new hires.
• Manage inventory of supplies; restocking exam/procedure rooms.
• Coordinate and schedule all necessary pre-testing and orders given by the attending physician(s).
• May provide performance feedback and input regarding employee development, as requested.
• Prepare and forward all necessary admission reservations/requisitions, including demographics and insurance information to hospitals.
• Comply with requirements of appropriate regulatory agencies (i.e. OSHA, CLIA, PA Department of Health). Maintain strict confidentiality related to medical records and other data.
• Coordinate surgery cases and communicates with hospital personnel to obtain approval for hospital admissions.
• Coordinates workflow and assists with prioritization of daily work activities.
• Serves as a resource for staff by providing training, education, and guidance related to scheduling practices.

Qualifications

• High school diploma required.
• Completion of a medical assisting program or 4-5 years experience in a medical field.
• Proficiency in medical terminology preferred.
• Knowledge of insurance regulations, specifically Medicare, BC/BS, managed care plans and workers compensation carriers regarding scheduling and approval of surgical procedures.
• General knowledge of computer software and practice management databases is required.
• Knowledge of the Epic practice management programs preferred.
• Strong organization, time management and interpersonal skills.
• Tact and diplomacy are necessary in dealing with physicians, patients and their families and other employees. Ability to deal compassionately and professionally with patients is essential.
• Ability to work independently and possess sound decision-making skills.
• Ability to prioritize work demands.
• Ability to consistently maintain confidentiality with regards to all job assignments and related information.

Licensure, Certifications, and Clearances

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran