Lead Surgery Scheduler (Operating Room)

Upmc Passavant; Pittsburgh (Allegheny County); On-site; USD 26,000 - 41,000; Full time

Job summary

UPMC Passavant is seeking a Full-Time Lead Surgery Scheduler to support the Operating Room at the McCandless location. This on-site role features daylight shifts with no planned call, weekends, or holidays, and will involve coordinating surgical cases and patient flow.

The position requires strong organization, attention to detail, and knowledge of insurance procedures. You will mentor staff, ensure HIPAA compliance, and maintain accurate patient records and schedules.

Qualifications

• High school diploma required.
• Medical assisting program completion or 4–5 years in a medical field.
• Proficiency in medical terminology preferred.
• Knowledge of Medicare, BC/BS, managed care plans and workers' comp scheduling rules.
• General knowledge of computer software and practice management databases; Epic preferred.

Responsibilities

• Provide pre- and post-operative instructions per guidelines.
• Schedule postoperative follow-ups and testing.
• Coordinate and schedule pre-testing and physician-ordered services.
• Verify insurance coverage and patient demographics.
• Prepare patient rooms, instruments and equipment per protocols.
• Maintain HIPAA compliance and confidentiality of records.
• Coordinate surgical cases and admissions; communicate with hospital staff.

Skills

Organization

Time management

Interpersonal skills

Tact and diplomacy

Independent work

Confidentiality

Education

High school diploma

Medical assisting program or 4–5 years medical field experience

Act 34

Tools

Epic practice management

Practice management software

Computer software basics

Job description

Job ID: 8369899949

Status: Full-Time

Regular/Temporary: Regular

Shift: Variable

Work Arrangement: On-site

Facility: UPMC Passavant

Department: Operating Room

Location: 9100 Babcock Blvd, Pittsburgh, PA

Union Position: No

Salary Range: $ 19.39-29.69 USD

Join Our Community!

ANCC Magnet designated UPMC Passavant is currently hiring a Full-Time Lead Surgery Scheduler to support the Operating Room at the McCandless location.

Shift Details

• Daylight shifts
• No call, weekends or holidays
• Shift and scheduling details will be further discussed during the interview.

Responsibilities

• Provide pre- and post-operative instructions per service-specific guidelines.
• Schedule post-operative and testing follow-up appointments.
• Participate in surgery scheduler interviewing and onboarding activities as requested.
• Send and receive patient medical records in compliance with HIPAA requirements
• Obtain lab reports, imaging results, hospital notes, referral information, and other records.
• Assist nurses with messaging, triage, and OR chart preparation.
• Participate in the development and implementation of departmental goals, processes, and procedures.
• Maintain accurate billing, insurance, and patient information.
• Complete forms, requisitions, and appointment scheduling.
• Manage provider schedules and patient flow.
• Verify insurance coverage and patient demographics.
• Prepare and maintain patient charts, ensuring documentation is complete and properly filed
• Answer and respond to incoming telephone inquiries using UPP customer service standards
• Demonstrate professional and respectful behavior toward patients, staff, and colleagues.
• Maintain punctuality, regular attendance, and dependable work performance.
• Provide coverage for clinical areas as needed.
• Obtain required pre-certifications and referrals before procedures.
• Ensure informed consent forms are completed and signed.
• Prepare patient rooms, instruments, and equipment according to department protocols.
• Clean exam/procedure rooms, instruments, and equipment between patients to maintain infection control standards.
• Perform scheduled maintenance activities and maintain related records.
• Escort patients to exam and procedure rooms.
• Assist patients with ambulation, transfers, dressing, specimen collection, and exam preparation.
• Collect patient histories, obtain vital signs, perform screenings, and relay provider instructions to patients and families.
• Provide individualized patient and family education and support as needed.
• Provide leadership and guidance to surgery schedulers.
• Serve as a mentor and resource for new hires
• Manage inventory and restock exam and procedure room supplies.
• Coordinate and schedule required pre-testing and physician-ordered services.
• Provide performance feedback and employee development input as requested.
• Prepare and submit admission reservations and requisitions, including demographic and insurance information.
• Comply with applicable regulatory requirements, including OSHA, CLIA, and PA Department of Health standards.
• Maintain strict confidentiality of medical records and patient information.
• Coordinate surgical cases and communicate with hospital personnel regarding admissions.
• Coordinate workflow and prioritize daily work activities.
• Train, educate, and provide scheduling guidance to staff.

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