Master Scheduler - Surgical Central Scheduling, Hybrid

Dartmouth-Hitchcock Health; Lebanon (NH); Hybrid; USD 52,000 - 63,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Dartmouth-Hitchcock Health is seeking a Scheduling Specialist to manage pre- and post-procedure coordination within a surgical setting. The role supports coordinating appointments, testing, and communications among patients, physicians, and staff.

The position is hybrid, with two remote days and three on-site, and requires in-person training during an initial 60–90 days. Strong organizational and communication skills are essential to ensure smooth surgical scheduling.

Qualifications

• Associates degree with 2 years of experience in a medical setting or equivalent.
• Familiarity with word processing techniques, database management, and medical terminology.
• Highly organized, able to prioritize and work independently.
• Excellent interpersonal, written and verbal communication skills.
• Initiative, discretion and good judgment desired.

Responsibilities

• Schedule patients for same-day or inpatient procedures and surgeries.
• Coordinate pre and post procedure testing, ancillaries, physician appointments and other needs.
• Communicate special needs and requirements to operating room personnel.
• Input all cases into the master operating room schedule.
• Monitor and respond to emails and phone calls from patients, providers, and vendors.
• Assist with obtaining prior insurance authorizations and pre-certifications.
• Coordinate schedules with physicians and clinic leadership and adjust as needed.
• Support managers in tracking statistics and achieving utilization goals.

Skills

Interpersonal skills

Organizational skills

Written and verbal communication

Initiative and judgment

Education

Associates degree

Tools

Word processing

Database management

Medical terminology

Job description

Overview

This position is Hybrid remote allowing 2 days in a remote location and 3 days on site. It is required that the candidate will be able to train in person and on site for the initial 60-90 days.

Note, some positions do require interactions with patients within the clinic and will have limited remote availability

Schedules procedures, surgeries and other coordinated and related appointments and testing functions using information received from a variety of sources. Working within the surgical sections to support their surgical and procedural needs and to provide ultimate customer service to the surgical patients.

Responsibilities

• Schedules patients for same-day and/or inpatient procedures and surgeries.
• Schedules patients for pre and post procedure testing, ancillaries, physician appointments, and other required needs as determined by the physician.
• Work with patients to coordinate and determine dates and times of appointments, labs, testing, procedures and preparation needs.
• Notifies physicians, technicians, and nurses of special needs and situations of patients.
• Communicates any special needs and requirements for the surgery or procedure to operating room personnel.
• Inputs all cases and case information into the master operating room schedule, following the designed Master Block Schedule to determine service allocation.
• Monitor and respond to all incoming emails and phone calls from patients, providers, product vendors, colleagues and other customers.
• Work with billing staff and provide any necessary documentation needed to obtain prior insurance authorizations and pre-certifications for lab testing, physician appointments and surgical procedures. Notifies Clinic Administration concerning changes in patient insurance or authorization status prior to date of surgery.
• Coordinates and maintains procedure/surgical schedules for all physicians within the surgical section. Work with physicians and clinic leadership when changes to the schedules are necessary and/or warranted.
• Work with clinic leadership to understand current statistics and achieve future utilization and case volumes goals.
• Obtain and deliver any required paperwork, radiology films, reports, patient histories, testing, outside documentation, previous procedure notes, etc. to attending providers prior to time of surgery.
• Intake, process, upload/scan, and files reports into patient electronic medical record.
• Maintains logs and monthly reports as necessary for the clinic section.
• Maintains an adequate stock of supplies, brochures, and forms.
• Attend regularly scheduled staff meetings to remain up to date on processes, workflows, policies and other knowledge necessary to perform expected duties.
• Identify areas of improvement in workflows and processes for surgical and procedural scheduling. Collaborate with manager and supervisor to implement changes.
• Collaborate with other surgical and procedural schedulers to identify workflows and processes that can be standardized across areas to maintain consistency and efficiency in surgical patient care and coordination.
• Perform other duties as assigned.

Qualifications

• Associates degree with 2 years of experience working in a medical setting, or the equivalent in education and experience required.
• Familiarity with word processing techniques, data base management, and medical terminology required.
• Must be highly organized, with the ability to prioritize, function independently, and deal with multifaceted aspects of the medical profession.
• Excellent interpersonal, written and verbal communication skills required.
• Initiative, discretion and good judgment desired.

Required Licensure/Certifications

• None