Provider Support Specialist (Surgery Scheduler)

Virginia Urology; Richmond (VA); On-site; USD 25,000 - 34,000; Full time

Job summary

Virginia Urology is seeking a Provider Support Specialist to deliver comprehensive administrative support to a designated clinician. This role schedules tests, diagnostic imaging, PAT appointments and other procedures, ensuring high-quality patient care throughout the scheduling process.

Under supervision, you will manage order entry, obtain medical records, and assist with medical clearances and related tasks. Strong data entry and empathetic communication are essential to success.

Qualifications

• High school diploma or equivalent.
• Accurate data entry.
• At least six months in patient registration or clerical role in a medical setting.
• Clear, effective, empathetic communication with patients and families.
• Understanding of scheduling policies and physician constraints.
• Ability to manage multiple duties and scheduling demands.
• Excellent patient-relations skills.

Responsibilities

• Schedule tests, diagnostic and surgical procedures per physician orders and patient preference.
• Determine necessary medical clearances based on procedure and history.
• Confirm medical information is available for the surgical team.
• Convey surgical orders, precertification, and results to facilities.
• Educate patients regarding upcoming procedures and preparation.
• Monitor physician schedules to anticipate workload changes.
• Gather health information from external providers for visits.
• Enter orders to support the treatment plan under supervision.
• Track lab and imaging tests and report results to clinicians.
• Maintain patient satisfaction by preventing delays due to prep issues.
• Perform other duties to support clinical excellence and operations.

Skills

Data entry

Clear communication

Empathy

Multitasking

Patient relations

Education

High school diploma or equivalent

Job description

Overall Objective

The Provider Support Specialist provides comprehensive administrative support to a designated clinician (MD, NP or PA). This role is responsible for scheduling patients for surgery, diagnostic imaging, PAT appointments and other tests/procedures all while ensuring exceptional patient care throughout the scheduling process. In addition, the Provider Support Specialist assists with order entry, obtaining medical records pertinent to office visits and medical clearances and other administrative tasks as assigned.

Principal Activities

• Schedule tests, diagnostic and surgical procedures per physician’s orders, facility availability and patient preference in a timely manner to provide quality patient care and result in patient satisfaction.
• Determine the necessary medical clearances based on procedure and the patient’s medical history/condition, including but not limited to pre-operative testing, lab tests, and specialist consultations and ensure completion.
• Confirm all necessary medical information is available to the surgical team so that procedures can be performed as scheduled without compromising the quality of outcomes and in compliance with regulatory requirements.
• Prior to the procedure, conveys all necessary information such as surgical orders, insurance precertification, chart documentation and applicable results/imaging to the facility in an accurate and timely manner.
• Educate patients regarding their upcoming procedure and provide instructions for required preparation.
• Monitor assigned physician’s schedules to anticipate changes in workload, absences and other events that might affect scheduling.
• Gather information from multiple sources including recent health records from external providers and facilities in preparation for patient clinic visits.
• Under the provider’s supervision, enter surgical, procedural and imaging orders to facilitate the provider’s treatment plan for the patient.
• Under the provider’s supervision, track lab and imaging tests and report results to healthcare professionals.
• Positively impact Patient Satisfaction where procedures are not delayed due to patient failure to correctly prepare.
• Perform other duties assigned in support of clinical excellence, operational effectiveness and patient-centered care.

Description

Job Title

Provider Support Specialist

FLSA Status

Exempt Non-Exempt

Department

Administrative Operations

Location(s)

Clinic Offices

Reports To (Title)

Scheduling Manager

Requirements

• High school diploma or equivalent.
• Accurate data entry.
• At least six months of experience working in a patient registration or clerical/administrative position in a medical setting.
• Ability to communicate clearly, effectively and empathetically with patients and their family members.
• Thorough understanding of scheduling policies and practices, including physician preferences and constraints.
• Ability to effectively handle multiple duties simultaneously and satisfy competing scheduling demands.
• Excellent patient-relations skills.

Desirable Knowledge, Skills, Abilities and Experience

Experience posting surgical procedures in a hospital, ambulatory surgery center or surgical practice.

Prior Work Experience

Patient Representative, or Surgical Scheduler.

Physical Requirements

Describe any critical physical requirements of the job (e.g. lifting – how many pounds, exposure to heights, precise visual or auditory acuity, work environment, etc.) and the frequency of occurrence (e.g. occasionally, frequently, continuously). Physical requirements include standing, walking, sitting, balancing, stooping, kneeling, crouching, crawling, reaching/working overhead, keyboard use, repetitive hand motion, pushing, pulling, lifting and carrying, alternate sitting and standing. Requires the ability to sit, stand and walk throughout the workday. Visual and hearing acuity required to receive and act on instructions, use a telephone and computer. Requires repetitive hand motion (keyboarding and operating a mouse).

Other Information

The Provider Support Specialist role requires the ability to accurately perform detailed work that frequently involves follow-up and follow-through to ensure timely completion; knowledge of assigned physicians’ practice methods and preferences; the ability to communicate clearly, professionally and compassionately with patients and their family members; and the ability to communicate and coordinate effectively with Virginia Urology’s surgery centers and Patient Accounting department, and with the staff at hospitals and other physician practices. People in this role will exhibit strong initiative, and personal accountability.

Compensation

Compensation for this role ranges based on experience from $17.88/hour - $24.59/hour.