Surgery Scheduler

University of Texas; Austin (TX); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player in healthcare seeks a dedicated Surgery Scheduler to coordinate surgical procedures for optimal efficiency. This role is pivotal in ensuring that all pre-operative documentation is accurate and communicated effectively to the surgical team. You will work closely with surgeons, nurses, and administrative staff to manage schedules and resources efficiently. The ideal candidate will have strong organizational skills, excellent communication abilities, and a keen attention to detail. This position offers a unique opportunity to contribute to patient care in a dynamic environment, making a real difference in the surgical process.

Qualifications

• Minimum of 2 years of experience in medical scheduling or a related field.
• High school diploma with at least 7 years of experience or Bachelor's degree with at least 3 years of experience.

Responsibilities

• Manages scheduling of surgical procedures and communicates with clinical staff.
• Collects and verifies patient information and pre-operative documentation.
• Monitors and manages surgical equipment and supplies.

Skills

Scheduling

Communication

Attention to Detail

Customer Service

Problem Solving

Education

High School Diploma

Bachelor's Degree

Associate's Degree in Healthcare Administration

Job description

UT Health at the Dell Medical School is seeking a Surgery Scheduler

Purpose

The Surgery Scheduler is responsible for coordinating and scheduling surgical procedures for the hospital and outpatient clinics. This role ensures that all necessary pre-operative documentation and patient information are accurately recorded and communicated to the surgical team. The Surgery Scheduler works closely with surgeons, nurses, anesthesiologists, and administrative staff to optimize the surgical schedule and ensure efficient use of resources.

Responsibilities

Coordinate Surgical Schedules

Manages the scheduling of surgical procedures, ensuring optimal use of operating rooms.

Communicates with surgeons and clinical staff to confirm availability and requirements.

Updates and maintains the surgical schedule in the hospital's scheduling system.

Pre-Operative Documentation

Collects and verifies patient information and pre-operative documentation.

Ensures all necessary consents and medical records are obtained and filed.

Coordinates with insurance providers for pre-authorization of procedures.

Provides patients with pre-operative instructions and information.

Answers patient inquiries regarding surgical procedures and schedules.

Coordinates pre-operative appointments and tests as needed.

Resource Management

Monitors and manages the availability of surgical equipment and supplies.

Works closely with the supply chain team to ensure timely procurement of necessary items.

Assists in the preparation of operating rooms for scheduled procedures.

Administrative Support

Maintains accurate records of surgical procedures and patient interactions.

Prepares reports and documentation for the surgical team and hospital administration.

Supports the Surgery Scheduling Manager with administrative tasks as needed.

Marginal or Periodic Functions

Training and Development

Assists in training new staff on scheduling procedures and systems.

Participates in continuing education and professional development opportunities.

Quality Improvement

Engages in quality improvement initiatives to enhance scheduling efficiency and patient care.

Provides feedback and suggestions for process improvements.

Emergency Scheduling

Manages last-minute changes to the surgical schedule due to emergencies or cancellations.

Coordinates with clinical staff to accommodate urgent surgical needs.

Knowledge, Skills, and Abilities

Planning and Organizing

Skilled: Effectively organizes tasks and resources to achieve goals.

Examples: Creates detailed schedules, prioritizes tasks, manages time efficiently.

Communication

Skilled: Clearly conveys information and instructions to patients and staff.

Attention to Detail

Skilled: Ensures accuracy in documentation and scheduling.

Customer Focus

Skilled: Understands and meets the needs of patients and clinical staff.

Examples: Provides excellent patient service, anticipates needs, resolves issues effectively.

Problem Solving

Skilled: Identifies and resolves scheduling conflicts and issues.

Examples: Adjusts schedules for emergencies, finds solutions for resource shortages, collaborates with staff to resolve problems.

Required Qualifications

High school diploma or equivalent with least 7 years of experience or Bachelor's degree or equivalent with at least 3 years of experience. Minimum of 2 years of experience in medical scheduling or a related field.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Associate's degree in healthcare administration or a related field. Minimum of 3 years of experience in surgical scheduling within a healthcare setting. Certified Medical Scheduler (CMS) or equivalent certification.

Salary Range

$3,133+ monthly depending on qualifications (based on 32 hour work week)

Working Conditions

Standard office equipment

Repetitive use of a keyboard

May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Job Posting Title:

Surgery Scheduler

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

32

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

UT Health at the Dell Medical School is seeking a Surgery Scheduler

Purpose

The Surgery Scheduler is responsible for coordinating and scheduling surgical procedures for the hospital and outpatient clinics. This role ensures that all necessary pre-operative documentation and patient information are accurately recorded and communicated to the surgical team. The Surgery Scheduler works closely with surgeons, nurses, anesthesiologists, and administrative staff to optimize the surgical schedule and ensure efficient use of resources.

Responsibilities

Coordinate Surgical Schedules

• Manages the scheduling of surgical procedures, ensuring optimal use of operating rooms.

• Communicates with surgeons and clinical staff to confirm availability and requirements.

• Updates and maintains the surgical schedule in the hospital's scheduling system.

Pre-Operative Documentation

• Collects and verifies patient information and pre-operative documentation.

• Ensures all necessary consents and medical records are obtained and filed.

• Coordinates with insurance providers for pre-authorization of procedures.

Patient Communication

• Provides patients with pre-operative instructions and information.

• Answers patient inquiries regarding surgical procedures and schedules.

• Coordinates pre-operative appointments and tests as needed.

Resource Management

• Monitors and manages the availability of surgical equipment and supplies.

• Works closely with the supply chain team to ensure timely procurement of necessary items.

• Assists in the preparation of operating rooms for scheduled procedures.

Administrative Support

• Maintains accurate records of surgical procedures and patient interactions.

• Prepares reports and documentation for the surgical team and hospital administration.

• Supports the Surgery Scheduling Manager with administrative tasks as needed.

Marginal or Periodic Functions

Training and Development

• Assists in training new staff on scheduling procedures and systems.

• Participates in continuing education and professional development opportunities.

Quality Improvement

• Engages in quality improvement initiatives to enhance scheduling efficiency and patient care.

• Provides feedback and suggestions for process improvements.

Emergency Scheduling

• Manages last-minute changes to the surgical schedule due to emergencies or cancellations.

• Coordinates with clinical staff to accommodate urgent surgical needs.

Knowledge, Skills, and Abilities

Planning and Organizing

• Skilled: Effectively organizes tasks and resources to achieve goals.

• Examples: Creates detailed schedules, prioritizes tasks, manages time efficiently.

Communication

• Skilled: Clearly conveys information and instructions to patients and staff.

• Examples: Provides clear pre-operative instructions, answers patient questions, communicates changes promptly.

Attention to Detail

• Skilled: Ensures accuracy in documentation and scheduling.

• Examples: Verifies patient information, checks pre-operative documentation, maintains accurate records.

Customer Focus

• Skilled: Understands and meets the needs of patients and clinical staff.

• Examples: Provides excellent patient service, anticipates needs, resolves issues effectively.

Problem Solving

• Skilled: Identifies and resolves scheduling conflicts and issues.

• Examples: Adjusts schedules for emergencies, finds solutions for resource shortages, collaborates with staff to resolve problems.

Required Qualifications

High school diploma or equivalent with least 7 years of experience or Bachelor's degree or equivalent with at least 3 years of experience. Minimum of 2 years of experience in medical scheduling or a related field.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Associate's degree in healthcare administration or a related field. Minimum of 3 years of experience in surgical scheduling within a healthcare setting. Certified Medical Scheduler (CMS) or equivalent certification.

Salary Range

$3,133+ monthly depending on qualifications (based on 32 hour work week)

Working Conditions

• Standard office equipment

• Repetitive use of a keyboard

• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer ,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

In 2024, The University of Texas at Austin was recognized as a 5 Year Champion having placed in the top 10 among Texas employers and top 15 for higher education institutions on Forbes’s list of 500 best large employers five years running. The University’s aspiration to become the world’s highest-impact public research university is driven by our outstanding people. Our employees are the bedrock of our university and are empowered to be true to themselves, to participate fully in our vibrant university, and to thrive as individuals. UT Austin offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education and public service.

Additional information for applicants can be found on the Human Resources web page: Applying for Employment . For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone].