Scheduling Specialist III: Hoag Clinic Resource Pool

Hoag Hospital Irvine; Costa Mesa (CA); Hybrid; USD 52,000 - 72,000; Full time

Job summary

Hoag Memorial Hospital Presbyterian in Orange County, CA, seeks a Scheduling Specialist III to coordinate patient procedure and surgical schedules across multiple departments. You will verify insurance, assist with pre-authorization, and act as a liaison between providers and patients while building master schedules and ensuring resource readiness.

In a high-volume environment, you will pre-register patients, arrange scheduling options, maintain calendars for clinics, and support Interventional

Qualifications

• High School Graduate or equivalent required.
• Minimum of four (4) years’ previous scheduling experience
• Excellent interpersonal and communication skills
• Knowledge of proper body mechanics and safety measures
• Basic knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus Healthcare database systems required
• Strong knowledge of basic medical terminology preferred
• Proven ability to interface with all customer levels (Physicians, Staff, Vendors, Patients, Family members)
• Full understanding of medical insurance procedures required
• Basic keyboarding minimum 35 WPM preferred

Responsibilities

• Coordinate Patient Procedure/Surgical schedules across multiple departments, programs and specialties.
• Verify insurance, assist with pre-authorization, and liaise between providers and patients.
• Develop master schedules and coordinate case resource needs.
• Pre-register patients via tracking system and ensure accurate documentation.
• Provide updates on authorizations and schedule itineraries.
• Maintain calendars for physician meetings, patient consultations, simulations, and follow-ups.
• Register new patients in hospital systems and obtain authorizations for diagnostic studies.
• Support quality improvement and maintain confidentiality.
• Provide coverage between campuses as needed for Interventional Radiology.
• Assist Infusion with patient check-in/check-out and identify additional resources.

Skills

Scheduling experience

Interpersonal skills

Microsoft Office

Medical terminology

Keyboarding 35 WPM

Education

High School diploma

Tools

Healthcare databases

Job description

Scheduling Specialist III: Hoag Clinic Resource Pool

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Job Description

Primary Duties and Responsibilities

The Scheduling Specialist III assists in the coordination of Patient Procedure/Surgical schedule, including the coordination of multiple, highly complex, appointments across multiple departments, programs and specialties. Responsibilities include insurance verification, assisting with the pre-authorization process and acting as a liaison between the providers and patient. Develops the master schedule for procedures and coordinates the entire case resource needs. Interacts directly with patients and works in a high call volume environment.

Accurately schedules procedures, documents correct diagnosis and referring physician. Pre-registers patients accurately via assigned tracking system. Obtains correct and thorough insurance benefits, employer/guarantor information, and patient demographics. Accommodates requests from patients and physician offices for STAT/same-day add-on exams.

The Scheduling Specialist III provides updates to patients and physicians on timing and status of the authorizations. Once the pre-authorization is complete and the appointment is scheduled, the Scheduling Specialist III creates scheduling options/itineraries.

Maintains calendars for meetings and patient consultation, simulation, and follow-up appointments for physicians. Acts as a resource to others for Medical Clinics. Registers new patients in hospital systems. Obtains authorizations for diagnostic studies and faxes needed medical records for clinical review.

Participates in the continuous quality improvement processes. Maintains a working knowledge of departmental standard operating procedures, including the use of specialized instrumentation, Quality Control requirements, and preventative maintenance. Maintains confidentiality. Performs other duties as assigned.

Interventional Radiology: Submits authorizations for IR Patients referred by IR Radiologists and obtains authorizations from referring physicians. Verifies patient pre-procedure diagnostic imaging and clearances are sufficient. Provides coverage for Lead Clerk between both campuses, as needed.

Infusion: Conducts patient check-in and check-out. Ability to identify patient needs for additional supportive resources (i.e. caregivers and transportation). Confirms and schedules additional appointments as needed.

Qualifications

Education and Experience

• High School Graduate or equivalent required
• Minimum of four (4) years’ previous scheduling experience
• Excellent interpersonal and communication skills
• Knowledge of proper body mechanics and safety measures
• Basic knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus Healthcare database systems required
• Strong knowledge of basic medical terminology preferred
• Proven ability to interface with all customer levels (Physicians, Staff, Vendors, Patients, Family members)
• Full understanding of medical insurance procedures required
• Basic keyboarding minimum 35 WPM preferred

License Required

N/A

License Preferred

N/A

Certifications Required

• 1206d Oncology Specialty Clinic BLS required within 6 months of hire.
• BLS required within 6 months of hire in the:
• 1200-30258 HSC 19582 Beach Blvd MED ONC and
• 1000-70851 HB Oncology & Specialty Clinics
• Irvine Periop: BLS required upon hire
• Operating Room: BLS required upon hire

Certifications Preferred

70790 Heart Valve Clinic BLS – Basic Life Support (AHA)

About Us

Hoag Memorial Hospital Presbyterian is a nonprofit regional health care delivery network in Orange County, California, consisting of three acute-care hospitals with sixteen urgent care centers, eleven health centers and a network of more than1,800 physicians, 100 allied health members, 8,000 employees, and 2,000 volunteers. More than 30,000 inpatients and 550,000 outpatients choose Hoag each year.

For over 70 years, Hoag has delivered a level of personalized care that is unsurpassed among Orange County’s health care providers. Since 1952, Hoag has served the local communities and continues its mission to provide the highest quality health care services through the core strategies of quality and service, people, physician partnerships, strategic growth, financial stewardship, community benefit and philanthropy.

Hoag offers a comprehensive blend of health care services including six institutes providing specialized care in the areas of cancer, heart and vascular, neurosciences, women's health, orthopedics, and digestive health through our institutes.

Hoag was the highest ranked hospital in Orange County in the 2024-2025 U.S. News &World Report, the only Orange County hospital ranked in the top 10 for California. The organization was ranked the #5 hospital in the Los Angeles Metro Area and the #10 hospital in California.

Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing employees with a work environment free of discrimination and harassment. Hoag hires a diverse group of people in a manner that allows them to reach their full potential in the pursuit of organizational objectives.

Job Info

• Job Identification 129901
• Job Category Administrative Support
• Job Shift Day
• Locations 2975 Red Hill Ave, Costa Mesa, CA, 92626, US