Surgery Scheduler

Proliance Surgeons; Seattle, Northern (WA, KY); Hybrid; USD 40,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with match and profit sharing

Paid time off/sick leave

Holiday pay

Life and LTD

Performance incentives

Flexible schedule

Free CEUs through LMS

Job summary

Proliance Surgeons - Orthopedic Specialists of Seattle is seeking a Scheduler to manage accurate, timely surgical scheduling across providers and facilities in a supportive team. Training is in-person for the first month with subsequent hybrid work: two days remote and three in-office.

The role emphasizes HIPAA compliance, patient communication, and coordination with clinical staff to ensure smooth perioperative flow.

Qualifications

• Strong knowledge of scheduling workflows and pre/post-operative coordination.
• Familiarity with medical terminology, insurance basics, and referrals.
• Experience in a medical office is preferred.

Responsibilities

• Schedule surgeries based on surgeon and team availability.
• Coordinate with clinical staff and centers for logistics.
• Communicate with patients about pre-certification and scheduling steps.
• Update EMR and practice management systems with accurate data.

Skills

Scheduling software

Medical terminology

HIPAA compliance

Customer service

Multitasking

Education

High school diploma

BA/BS preferred

Tools

EMR systems

Practice management

Job description

***Hybrid Remote Work Environment after training period!***

At Proliance Surgeons - Orthopedic Specialists of Seattle, we believe great patient care starts with a supported and appreciated team. We foster a collaborative, respectful culture where employees are encouraged to grow, learn, and pursue new opportunities. In addition to meaningful work and pathways for professional development, we prioritize employee appreciation with perks like free coffee, weekly complimentary lunches, an annual holiday party, and other team-building events, because we believe a positive, connected workplace matters.

Additional perks & benefits include:

• Medical, dental, and vision insurance
• 401(k) with match and profit sharing
• Generous paid time off/sick and safe leave - accrual from date of hire
• Holiday pay, no nights or weekends
• Life and LTD - paid for by the company
• Performance incentives
• Flexible schedule
• Learning Management System offering free CEUs
• Team member referral program and more!

Travel between Wallingford and Ballard offices required, based on business needs.

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.

Training will be in person for the first 30 days or so. After that, this position is eligible for hybrid remote work - 2 days/week remote and 3 days/week in office.

Key Duties and Responsibilities

The key duties and responsibilities of the Scheduler include, but are not limited to:

• 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.

Key Duties and Responsibilities

The key duties and responsibilities of the Scheduler include, but are not limited to:

• 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.