Scheduler Specialty

Chesapeake Regional Healthcare; Chesapeake (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Chesapeake Regional Healthcare in Chesapeake, VA is seeking a Specialty Scheduler to coordinate with patients, physicians, and operating room staff to schedule surgeries, tests, and pre‑authorization activities, ensuring timely, accurate appointments and smooth workflow.

The role emphasizes strong communication, front desk support, and collaboration across departments, with responsibility for collecting payments and maintaining records in the practice management system.

Qualifications

• High school diploma or equivalent required.
• Medical Assistant preferred.
• 2+ years in hospital or medical office setting with knowledge of surgical scheduling and obtaining insurance authorizations.
• No certifications/licenses required.

Responsibilities

• Schedule surgeries and oversee scheduled OR cases for assigned physician(s).
• Coordinate schedules with providers and OR schedulers to ensure productivity.
• Obtain patients lab, radiology, test results for scheduling procedures.
• Obtain insurance pre-authorizations for testing, workersc? compensation cases, prescriptions, and medications.
• Provide administrative/scheduling support to physicians and facilitate communications.

Skills

Scheduling

Administrative coordination

Insurance authorization

Communication

Education

High school diploma or equivalent

Medical Assistant

Tools

Electronic Medical Records (EMR)

Job description

Summary

The Scheduler, Specialty is responsible for coordinating with patients, physicians, medical facilities and staff to schedule surgical procedures, diagnostic tests, laboratory testing, pre‑operative clearances, appointments, obtaining insurance authorization, assisting in the daily operations of the front desk or patient check‑in area of the practice, as necessary. This includes all administrative encounters with patients either via telephone or in‑person; facilitation of medical/clinical communication among providers, staff, patients, and families; providing prompt response to requests for information from the provider or patient community; and collecting and accurately accounting co‑payments or accounts receivable payments. This position oversees the final disposition of surgery cases between the surgeon and OR staff, and oversees all cases scheduled for the assigned practice.

Essential Duties and Responsibilities

Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care. These duties and responsibilities described below represent the general tasks performed daily; other tasks may be assigned.

Surgical Scheduling and Coordination

• Schedule surgeries and oversee scheduled OR cases for assigned physician(s) in the practice.
• Coordinate schedules with the provider(s) and OR surgical schedulers to ensure no lapse of productivity for providers.
• Maintain accountability for scheduling surgical cases in a timely and efficient manner.
• Obtain patients laboratory, radiology, test results and specialty reports from the electronic medical record, as required for the scheduling of a surgical procedure.
• Obtain insurance pre‑authorizations for testing, worker’s compensation cases, prescriptions, and medications.
• Obtain codes for medical necessity.

Administrative and Provider Support

• Provide administrative/scheduling support to physician(s) by facilitating verbal and written communication between the physician(s) and peers, patients, and the community.
• Facilitate appointments for consultations, follow‑up, medical testing, and clearance.
• Schedule all diagnostic testing and review all diagnostic preparations with the patient.
• Prepare requisitions for laboratory requests.
• Communicate with patients and/or family members regarding insurance coverage and insurance requirements.
• Order prescriptions and/or coordinate pharmaceutical orders via telephone and/or electronic means as ordered by the physician.

Clinical Support

• Provide patient education when necessary.
• Update medical record with history and medication reconciliation.
• Chaperone patient encounter with physician as requested or required.
• Perform medical intake(s) and interviews, patient triage via electronic medical record.
• Obtain vitals for each patient prior to physician encounter.

Front Desk and Patient Services

• Provide assistance and back‑up as necessary for the front desk and patient check‑in area of the practice.
• Answer telephones, triage phone calls, record and distribute telephone messages.
• Schedule patient appointments.
• Greet patients and visitors to the practice.
• Register patients and update patient information as needed.
• Request and accept co‑payments and accounts receivable payments, recording transaction in the practice management system.
• Balance daily log with cash drawer at close of business.
• Scan necessary documentation into patient’s electronic medical record.
• Release of Information as directed by Practice Manager.

General Responsibilities

• Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care.
• Attend required hospital‑wide orientations, meetings, and in‑services.

Supervisory Responsibilities

Reports to: Physician Practice Manager. Supervises: None. Responsibilities: Maintain physicians’ OR schedules and office schedules.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High school diploma or equivalent (Minimum Required Education).
• Medical Assistant (Preferred Education).
• 2+ years in a hospital or medical office setting or healthcare setting with knowledge of surgical scheduling and obtaining insurance authorizations (Experience).
• There are no certifications/licenses required for this position.