Scheduler

Yellowstone-Surgery-Center; Billings (MT); On-site; USD 42,000 - 54,000; Full time

Job summary

Yellowstone-Surgery-Center seeks a Surgical and/or Pain Scheduler to coordinate surgical and pain procedure scheduling and documentation. You will act as a liaison between physician offices, patients, and the center, ensuring records are complete and scheduling is accurate.

The role emphasizes timely communication, chart preparation, confidentiality, and adherence to scheduling standards, with opportunities to collaborate across departments and participate in meetings and training.

Qualifications

• High School diploma or equivalent.
• Familiarity with clerical tasks and software like Microsoft Office.
• Familiarity with medical terminology is preferred.

Responsibilities

• Coordinate scheduling of surgical and pain procedures according to center policies.
• Maintain accurate scheduling records and ensure chart preparation materials are complete.
• Prepare and organize documentation for charts, including orders and notes.
• Communicate schedule changes promptly to physicians, staff, and affected departments.
• Support patient education and provide timely scheduling information and instructions.

Skills

Clerical skills

MS Office

Medical terminology

Education

High School diploma

Tools

Microsoft Office

Electronic scheduling system

Job description

Position Title: Surgical and/or Pain SchedulerSupervisor: Senior Director of Clinical Operations and HRSupervises: NoneWho We AreWe are dedicated to delivering convenient, cost-effective, and high-quality surgical and pain procedure care. Every team member plays a vital role in creating a safe, compassionate, and efficient environment for our patients.Core ValuesConfidentiality • Quality • Teamwork • Trust • RespectPosition OverviewAs a Surgical and/or Pain Scheduler, you serve as a critical link between physician offices, patients, and the Surgery Center. This position coordinates surgical and pain procedure scheduling, manages documentation, communicates schedule changes, and ensures all necessary records are complete and available to support quality patient care.Duties and Responsibilities:Surgical & Pain Procedure SchedulingAccurately schedule surgical and pain procedures according to Surgery Center policies and established scheduling guidelinesCoordinate scheduling requests received from physicians and physician office personnelMaintain accurate scheduling records and ensure schedule integrityMake timely schedule adjustments, including cancellations, add-on cases, and schedule changesDocumentation & Chart PreparationOrganize and review documentation required for pain procedure charts, including physician orders, office notes, and diagnostic imagingEnsure all required scheduling documentation is complete and available for patient chart preparationEnter and maintain accurate documentation in the electronic systemsMaintain organized records to support efficient patient care and regulatory complianceCommunication & CoordinationCommunicate schedule changes promptly and accurately to physicians, staff, and other affected departmentsAnswer telephone calls professionally and courteouslyTake and relay messages accurately and on timeServe as a communication liaison between physician offices and the Surgery Center regarding scheduling needsPatient Education & Information ManagementMail pain procedure brochures, instructions, and educational materials to patients after schedulingEnsure all patient handouts, brochures, and educational materials remain current and up to dateSupport patient understanding of scheduling-related information and procedural preparation requirementsTeamwork & CollaborationWork collaboratively with physician offices, Patient Access staff, clinical departments, and leadershipAttend staff meetings, educational opportunities, and organizational communicationsContribute to a positive, professional, and team-oriented work environmentSupport organizational goals through effective communication and cooperationConfidentiality, Compliance & QualityMaintain patient confidentiality at all timesFollow all organizational policies, procedures, and scheduling standardsSupport quality patient care through accurate scheduling and documentation practicesDemonstrate professionalism and accountability in all interactionsOrganization & FlexibilityPrioritize responsibilities to meet the changing needs of the Surgery CenterDemonstrate flexibility while managing multiple tasks and competing prioritiesAdapt to schedule changes and operational needs while maintaining accuracyPerform other duties as assigned by the Direct Supervisor or Scheduling LeadPhysical Requirements:While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to walk. The employee is occasionally required to sit, climb, balance, stoop, or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.Normal hospital environment with exposure to chemical odors, cleaning solvents, and other hazardous materialsExposure to possible injury when working with electrical equipment and lasers, which requires care and following proper safety proceduresSedentary Primarily sitting/lifting 10 lbs maximumLight X Lifting 20 lbs maximum with frequent lifting/carrying up to 10 lbsMedium Lifting 50 lbs maximum with frequent lifting/carrying up to 20 lbsHeavy Lifting 100 lbs maximum with frequent lifting/carrying up to 50 lbsVery Heavy Lifting over 100 lbs with frequent lifting/carrying up to 50 lbsBloodborne Pathogens:Based on the OSHA guidelines for protection against occupational exposure to Hepatitis and HIV, this position is described as Category I. This means the position has exposure to blood and other body fluids. Policies are in place for Universal Precautions, exposure risk identification, and appropriate barrier protection.The above is intended to describe the general contract and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.Education, Experience, licensure/certification requirements:High School diploma or equivalentDemonstrates clerical skills, familiarity with software programs such as Microsoft Office, and ability to alphabetizeFamiliarity with medical terminology is preferred