Surgery Scheduler

Entertimeonline; Powell (TN); On-site; USD 40,000 - 60,000; Full time

Job summary

Knoxville Orthopaedic Clinic in Powell, TN is seeking a detail-oriented Surgery Scheduler to coordinate the surgical experience for patients, physicians, facilities, and payers. The role manages dates, preoperative requirements, authorizations, testing, and patient instructions, serving as a key point of communication and ensuring all steps are completed before procedures.

The ideal candidate is organized, a strong communicator, and comfortable handling multiple cases while upholding HIPAA

Qualifications

• High school diploma or equivalent required.
• Experience in healthcare scheduling, surgical coordination, medical-office administration, or a comparable patient-access environment.
• Working knowledge of medical terminology and healthcare scheduling processes.
• Familiarity with insurance verification, prior authorization, and preoperative requirements.
• Strong organization and attention to detail with the ability to manage multiple surgical cases simultaneously.
• Excellent verbal and written communication and customer-service skills.
• Ability to communicate sensitive or detailed information to patients professionally and compassionately.
• Proficiency with electronic health records, practice-management systems, scheduling applications, payer portals, email, spreadsheets, and common office applications.

Responsibilities

• Coordinate and schedule surgical procedures with physicians and facilities.
• Verify surgery dates, times, locations, procedure details, laterality, required equipment, implants, assistants, and facility-specific requirements.
• Review surgical orders and supporting documentation for completeness and obtain clarification when information is missing or inconsistent.
• Verify insurance coverage and coordinate prior authorization or pre-certification requirements.
• Monitor outstanding authorizations and follow cases through resolution before scheduled procedure dates.
• Communicate with patients regarding surgery dates, arrival times, locations, and approved preoperative preparation instructions.
• Coordinate required preoperative testing, medical clearances, laboratory work, imaging, electrocardiograms, and specialty consultations as directed.
• Provide patients with approved information regarding fasting, medications, transportation, testing, and other preparation requirements.
• Respond professionally and compassionately to patient and family questions regarding the scheduling process and route clinical questions to the appropriate licensed Team Member.
• Maintain accurate surgical schedules and case documentation within the electronic health record, practice-management system, facility portals, and other approved scheduling tools.
• Communicate schedule changes, cancellations, delays, and outstanding requirements to patients, providers, facilities, and affected Team Members.
• Monitor pending testing, clearances, documentation, authorizations, and facility requirements to help prevent delays in care.
• Collaborate with clinical teams, procedure navigators, authorization staff, billing, medical records, and surgical facilities to support continuity of care.
• Maintain organized work queues, schedules, correspondence, notes, and supporting records for assigned surgical cases.
• Review work for completeness and accuracy and resolve discrepancies before case submission or closure.
• Protect confidential patient, financial, and organizational information and comply with HIPAA and KOC privacy requirements.
• Participate in meetings, education, cross-training, quality-review activities, and special projects as assigned.

Skills

Healthcare scheduling

Surgical coordination

Medical-office admin

Communication skills

HIPAA compliance

Organization

Education

High school diploma

Associate degree in Healthcare Administration

Tools

NextGen

Practice-management systems

Scheduling apps

Payer portals

Office apps

Job description

• Location 7750 Dannaher Drive,Powell, TN, 37849,United States
• Employee Type Non-Exempt FT

Contact information

• Email [e-mail]

Description

Knoxville Orthopaedic Clinic (KOC) is seeking an organized, detail-oriented, and patient-focused Surgery Scheduler to join our Operations team. This position plays an important role in coordinating the surgical experience for our patients, working closely with physicians, clinical Team Members, surgical facilities, insurance providers, and patients to help ensure each procedure is scheduled accurately and efficiently.

The Surgery Scheduler coordinates procedure dates, preoperative requirements, insurance authorization, testing, documentation, and patient instructions while following each case through completion. This role serves as an important point of communication for patients as they prepare for surgery and helps ensure all necessary requirements are completed before the scheduled procedure.

The ideal candidate is a strong communicator and problem-solver who is highly organized, comfortable managing multiple surgical cases at once, and committed to providing an exceptional patient experience.

What You'll Do

Coordinate and schedule surgical procedures with physicians, clinical Team Members, hospitals, ambulatory surgery centers, anesthesia providers, and other applicable partners.

Confirm surgery dates, times, locations, procedure details, laterality, required equipment, implants, assistants, and facility-specific requirements.

Review surgical orders and supporting documentation for completeness and obtain clarification when information is missing or inconsistent.

Verify insurance coverage and coordinate prior authorization or pre-certification requirements.

Monitor outstanding authorizations and follow cases through resolution before scheduled procedure dates.

Communicate with patients regarding surgery dates, arrival times, locations, and approved preoperative preparation instructions.

Coordinate required preoperative testing, medical clearances, laboratory work, imaging, electrocardiograms, and specialty consultations as directed.

Provide patients with approved information regarding fasting, medications, transportation, testing, and other preparation requirements.

Respond professionally and compassionately to patient and family questions regarding the scheduling process and route clinical questions to the appropriate licensed Team Member.

Maintain accurate surgical schedules and case documentation within the electronic health record, practice-management system, facility portals, and other approved scheduling tools.

Communicate schedule changes, cancellations, delays, and outstanding requirements to patients, providers, facilities, and affected Team Members.

Monitor pending testing, clearances, documentation, authorizations, and facility requirements to help prevent delays in care.

Collaborate with clinical teams, procedure navigators, authorization staff, billing, medical records, and surgical facilities to support continuity of care.

Maintain organized work queues, schedules, correspondence, notes, and supporting records for assigned surgical cases.

Review work for completeness and accuracy and resolve discrepancies before case submission or closure.

Protect confidential patient, financial, and organizational information and comply with HIPAA and KOC privacy requirements.

Participate in meetings, education, cross-training, quality-review activities, and special projects as assigned.

What We're Looking For

High school diploma or equivalent required.

Experience in healthcare scheduling, surgical coordination, medical-office administration, or a comparable patient-access environment.

Working knowledge of medical terminology and healthcare scheduling processes.

Familiarity with insurance verification, prior authorization, and preoperative requirements.

Strong organization and attention to detail with the ability to manage multiple surgical cases simultaneously.

Excellent verbal and written communication and customer-service skills.

Ability to communicate sensitive or detailed information to patients professionally and compassionately.

Strong problem-solving skills with the ability to identify missing information and follow outstanding items through resolution.

Ability to manage competing priorities and recurring deadlines in a fast-paced healthcare environment.

Ability to maintain confidentiality and handle patient and financial information with discretion.

Proficiency with electronic health records, practice-management systems, scheduling applications, payer portals, email, spreadsheets, and common office applications.

Preferred Experience

Associate degree or college coursework in Healthcare Administration, Medical Office Administration, Business, or a related field.

Previous experience scheduling orthopaedic or specialty surgical procedures .

Experience working in a physician practice, hospital, or ambulatory surgery center.

Experience coordinating surgical authorizations, preoperative testing, clearances, and facility requirements.

Experience with NextGen or a comparable electronic health record and practice-management system.

Join the KOC Team

At Knoxville Orthopaedic Clinic , our purpose is to improve lives through patient-centered care — every patient, every time . Since our founding in 1930, KOC has remained committed to providing high-quality orthopaedic care and an exceptional experience for the patients and communities we serve.

As a Surgery Scheduler, you'll play an important role in guiding patients through the surgical scheduling process while working alongside physicians, clinical Team Members, and surgical facilities to coordinate the many details that go into preparing for a procedure.

Knoxville Orthopaedic Clinic is an Equal Employment Opportunity (EEO) employer. We are committed to providing a positive work environment where all individuals are treated with respect and dignity. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law.