Surgery Scheduler

Virginia Urology / Med Atlantic Inc; Richmond (VA); On-site; USD 2,463,000 - 3,388,000; Full time

Benefits offered by this job

Health insurance

PTO

Retirement plan

Personal development support

Job summary

Virginia Urology is seeking a Surgery Scheduler to coordinate tests, diagnostics and surgical procedures for patients, ensuring medical clearances, insurance authorizations, and billing steps are completed so procedures can be performed safely and as scheduled.

You will verify clinical information, communicate with surgical teams and hospital partners, educate patients on preparation, handle scheduling constraints, and prepare charge forms.

Qualifications

• High school diploma or equivalent.
• Experience in patient registration or medical clerical work (1+ year).
• Strong data entry and keyboard proficiency.
• Clear, empathetic communication with patients and families.
• Understanding scheduling policies and physician constraints.
• Ability to multitask and meet scheduling deadlines.
• Good patient-relations skills.

Responsibilities

• Schedule tests, diagnostics and surgical procedures per physician orders and facility availability.
• Verify necessary medical clearances and insurance authorizations.
• Ensure complete and accurate medical information is available to the surgical team.
• Communicate surgical orders, pre-certifications, and documentation to facilities.
• Ensure timely billing and processing by third-party payers.
• Educate patients on procedures and prep requirements.
• Support patient satisfaction by minimizing delays and ensuring proper prep.
• Monitor physician schedules to anticipate workload changes.
• Prepare charge forms for hospital encounters and consults.
• Perform other duties to support clinical excellence and patient-centered care.

Skills

Data entry accuracy

Clear and empathetic communication

Scheduling knowledge

Multitasking

Patient-relations skills

Education

High school diploma or equivalent

Job description

Description

Mission:

Virginia Urology will provide access to individualized, quality, and compassionate urological care from a highly specialized and diverse teams while maintaining a fulfilling work environment.

Overall Objective:

The Surgery Scheduler is responsible for scheduling tests, diagnostic, and surgical procedures for patients. Ensures that the necessary medical clearances and insurance authorizations have been secured, billing arrangements have been made, and patient education completed so that procedures can be performed safely and as scheduled.

Principal Activities and Expected End Result:

• Schedule tests, diagnostic and surgical procedures per physicians’ orders, facility availability and patient preference. It is expected that the necessary tests and procedures are scheduled properly and completed in a timely manner to provide quality patient care and result in patient satisfaction.
• Based on the procedure to be performed and the patient’s medical history/condition, the Surgery Scheduler will determine what medical clearances are necessary (for example, pre-operative testing, lab tests and specialist consultations). Ensure that clearances are completed and results are available as required.
• Confirm all necessary medical information is available to the surgical team so that procedures can be performed as scheduled without compromising the quality of outcomes and in compliance with regulatory requirements.
• Prior to the procedure, conveys all necessary information such as surgical orders, insurance pre-certification, chart documentation and x-rays to the facility in an accurate and timely manner.
• Ensure tests and procedures are performed as scheduled and claims are processed promptly by third-party payers.
• Educate patients regarding their upcoming procedure, provide instructions for required preparation such as suspending certain medications and makes billing arrangements as necessary.
• Positively impact Patient Satisfaction where procedures are not delayed due to patient failure to correctly prepare, and payment is facilitated.
• Monitor assigned physicians’ schedules to anticipate changes in workload, absences and other events that might affect scheduling.
• Prepare charge forms accurately and promptly for all hospital encounters and consults.
• Perform other duties as assigned in support of clinical excellence, operational effectiveness and patient-centered care.

Requirements

Minimum Knowledge, Skills, Abilities and Experience:

• High school diploma or equivalent.
• Ability to quickly and accurately enter data into a computer using a keyboard and mouse.
• At least one year of experience working in a patient registration or a clerical/administrative position in a medical setting.
• Ability to communicate clearly, effectively and empathetically with patients and their family members.
• Thorough understanding of scheduling policies and practices, including physician preferences and constraints.
• Ability to effectively handle multiple duties simultaneously and satisfy competing scheduling demands.
• Good patient-relations skills.

Desirable Knowledge, Skills, Abilities and Experience:

Experience posting surgical procedures in a hospital, ambulatory surgery center or surgical practice.

Physical Requirements:

Ability to alternately sit, stand and walk throughout the workday, and extensive keyboard use. Visual and hearing acuity.

Other Information:

The Surgery Scheduler role requires the ability to accurately perform detailed work that frequently involves follow-up and follow-through to ensure timely completion; knowledge of assigned physicians’ practice methods and preferences; the ability to communicate clearly, professionally and compassionately with patients and their family members; and the ability to communicate and coordinate effectively with Virginia Urology’s surgery centers and Patient Accounting department, and with the staff at hospitals and other physician practices. People in this role will exhibit strong initiative, and personal accountability and have the ability to independently identify improvement opportunities.

This position is full-time, 40 hours per week, and will work Monday through Thursday 7:30 am to 5:00 pm and Friday 7:30 am to 11:30 am. If traveling between offices during the workday, employees are paid for travel time and mileage.

Full benefits package including competitive compensation, health insurance, PTO, retirement plan and personal development support.

We are an Equal Opportunity Employer and are committed to a diverse and inclusive workplace.

Compensation range, based on experience: $17.88/hour - $24.59/hour.