Surgery Scheduler

Proliance Surgeons; Puyallup (WA); On-site; USD 30,000 - 39,000; Full time

Job summary

Proliance Surgeons in Washington state seeks a Scheduler to ensure timely, accurate, and compassionate surgical scheduling. You will organize an active, up-to-date surgery calendar for surgeons, nurses, and operating rooms, coordinating every step from pre-op through post-op.

The role requires patient guidance, efficient data entry in EMR and practice management systems, and proactive communication to resolve conflicts, cancellations, and referrals while maintaining HIPAA compliance.

Qualifications

• High school diploma or equivalent required.
• BA/BS preferred but experience in lieu considered.
• 1–2 years of experience in a medical office preferred.

Responsibilities

• Coordinate surgeries by confirming surgeon availability and patient readiness.
• Assist with outside referrals, tests, and consultations scheduling.
• Communicate with patients about pre-certification, authorization, and scheduling steps.
• Update and maintain active, accurate schedules in EMR and practice management systems.
• Ensure cancellations and rescheduling are communicated to all stakeholders.
• Protect patient information and maintain HIPAA compliance.

Skills

Medical scheduling

EMR systems

HIPAA compliance

Communication skills

Multitasking

Attention to detail

Cross-functional collaboration

Problem solving

Education

High school diploma

Bachelor’s degree preferred

Tools

EMR software

Practice management software

Microsoft Office

Job description

Position Summary

The role of the Scheduler is essential to providing excellent surgical care and clinical care for every patient, every day. This role makes certain that the patient is scheduled in a timely, accurate, efficient and compassionate manner so that the processes surrounding the procedure are of no distraction or concern. The primary responsibility is to ensure, organize, and maintain an active, accurate and operational surgery schedule for all involved.

Schedule

Monday - Friday, 8am-5pm.

Key Duties and Responsibilities

• Provide guidance to patients and/or their caregivers on completing necessary forms and information to be provided, making sure to update this in the practice management and EMR software; ensure completion of all pre and post operational data
• Assist with facilitation and scheduling of outside referrals, tests, and/or consultations
• Schedule surgeries via phone or in-person, verifying eligibility, and triaging with physicians and clinical staff to resolve any scheduling problems
• Schedule surgeries based on the availability of the surgeon, the surgical team and the medical condition of the patient
• Assure appropriate coordination with other medical professionals involved and the related surgical center/location’s departments, when special surgical needs occur.
• Schedule any diagnostic testing required and the related follow-up
• Act as a contact for patients with regards to surgery scheduling. Provide ongoing communication with patient regarding pre-certification, authorization, financial counseling and scheduling process.
• Inform the patient and any relevant third party through instructions about “things to do” before and after surgery
• Set post-surgical appointments with physicians and perform all related tests and tasks
• Ensure that cancelled surgeries and related ancillary appointments are cancelled and communicated to all stakeholders
• Research and resolve discrepancies in a timely manner.
• Complete duties and assist others as directed
• Must follow all policies as introduced during new associate On-Boarding, updated real-time and outlined in Associate Handbook

Education/Experience

• High school diploma or its equivalent required, courses related to anatomy, biology, physiology or medical terminology a plus
• BA or BS is preferred but experience is considered in lieu of formal degree
• 1-2 years of experience in a medical office preferred

Knowledge, Skills and Abilities

• Strong working knowledge of medical and surgical scheduling processes, including patient preparation requirements, pre-operative and post-operative workflows, and coordination with clinical teams.
• Familiarity with medical terminology, insurance requirements, and basic concepts related to authorizations, eligibility, and referrals.
• Ability to manage and prioritize multiple scheduling tasks while maintaining accuracy, timeliness, and attention to detail.
• Excellent communication and interpersonal skills, with the ability to provide clear instructions, support patients compassionately, and collaborate effectively with physicians and staff.
• Strong problem-solving abilities, including the ability to identify scheduling conflicts, troubleshoot issues, and elevate complex matters when needed.
• Ability to handle sensitive patient information with discretion and maintain compliance with HIPAA and privacy regulations.
• High level of organization, with the ability to track details, manage follow-ups, and keep records up to date in scheduling and EMR systems.
• Proficiency with office software and scheduling tools, including EMR and practice management systems.
• Ability to work calmly and efficiently in a fast-paced environment, adapting to changes in provider schedules, patient needs, or clinical priorities.
• Commitment to providing excellent patient service, ensuring patients receive timely information, support, and care coordination throughout the surgical scheduling process.
• Ability to collaborate effectively with cross-functional teams, including clinical, administrative, and billing departments, to support seamless patient care and accurate scheduling.

Work Environment/Physical Demands

The work environment/physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable differently abled persons to perform the essential functions.