Surgery Scheduler

Urologic Specialists of Oklahoma Inc; Tulsa (OK); On-site; USD 36,000 - 48,000; Full time

Job summary

Urologic Specialists of Oklahoma Inc. is seeking a reliable Surgery Scheduler to coordinate surgical procedures and manage pre-operative requirements. You will liaise with patients, physicians, hospitals, and centers to ensure smooth scheduling, clear instructions, and timely documentation.

The ideal candidate has 1+ year of surgery scheduling and medical office experience, strong organizational and communication skills, and proficiency with EMR systems in a fast-paced clinical setting.

Qualifications

• High School Diploma or equivalent is required.
• Minimum 1 year of surgery scheduling experience.
• Minimum 1 year of medical office/clinic experience.
• Experience with EMR systems.
• Experience coordinating surgeries with multiple hospitals and physicians.

Responsibilities

• Greet patients professionally and maintain a courteous demeanor.
• Coordinate and schedule surgeries with patients, physicians, hospitals, surgery centers, and ancillary providers.
• Communicate surgery details, dates, times, and pre-operative instructions to patients.
• Schedule hospital cystoscopy procedures and relay scheduling information to patients.
• Ensure pre-admission testing and documentation are complete before surgery.
• Maintain and update patient records in EMR systems and portals.
• Handle high call volumes with exceptional customer service.
• Collaborate with physicians, staff, and facilities for seamless scheduling.

Skills

Computer skills

Data entry

Organizational skills

Communication

Customer service

Education

High School diploma or equivalent

Tools

FORTEC

EMR systems

Job description

Description

Job Title: Surgery Scheduler

Department: Clinical

Reports To: Clinical Operations Coordinator

FLSA Status: Non-Exempt

Employment Status: Full-Time

Location: Tulsa, OK

Work Schedule: Mon-Fri 8:00AM – 5:00PM

Travel Requirements: None

Position Summary

Urologic Specialists of Oklahoma is seeking a reliable, detail-oriented, and professional Surgery Scheduler to join our growing team. This position plays a critical role in coordinating surgical procedures, communicating with patients and providers, and ensuring all pre-operative requirements are completed accurately and efficiently. The ideal candidate thrives in a fast-paced medical environment, enjoys working with patients, and possesses strong organizational and communication skills.

Primary Duties and Responsibilities

• Greet patients in a friendly, professional, and courteous manner.
• Coordinate and schedule surgical procedures with patients, physicians, hospitals, surgery centers, and ancillary providers.
• Contact patients regarding surgery dates, times, locations, and pre-operative instructions.
• Schedule hospital cystoscopy procedures and communicate surgical appointment details to patients.
• Monitor and track surgical clearances and ensure all required documentation is completed prior to surgery.
• Schedule procedures and cases through hospital and online scheduling portals, including FORTEC.
• Upload and maintain Pre-Admission Testing (PAT) results and other required documentation in patient charts.
• Manage and respond to patient portal messages in a timely and professional manner.
• Coordinate scheduling of assistant surgeons and any outside resources required for procedures.
• Maintain accurate patient records and documentation.
• Handle high daily call volumes while providing exceptional customer service.
• Work efficiently within multiple computer systems and electronic medical records.
• Collaborate with physicians, clinical staff, hospitals, and patients to ensure seamless surgical preparation and scheduling.
• Maintain strict patient confidentiality and HIPAA compliance.
• Remain calm under pressure and handle challenging situations with professionalism and tact.
• Perform additional administrative duties as assigned.

Qualifications

• Education:
• High School Diploma or equivalent required.
• Experience:
• Minimum one (1) year of surgery scheduling experience.
• Minimum one (1) year of medical office or clinic experience.
• Experience working with electronic medical records (EMR) systems.
• Experience coordinating surgeries with multiple hospitals and physicians.
• Prior experience in urology or specialty medical practice preferred.
• Knowledge / Abilities:
• Strong computer, data entry, and organizational skills.
• Excellent communication and customer service abilities.
• Ability to multitask and prioritize in a fast-paced healthcare environment.
• Ability to maintain confidentiality and handle sensitive patient information.
• Dependable attendance and ability to work independently.
• Must successfully pass a pre-employment examination.

Physical Demands

• Frequent standing and walking
• Occasional lifting up to 25 pounds
• Ability to type on a computer and look at the screen for an extended period of time
• Ability to answer phones for an extended period of time
• Visual acuity for chart review and patient assessment

Work Environment

• Climate-controlled office setting
• Fast-paced patient care setting with frequent interruptions
• Constant communication between patients, staff, and providers

Urologic Specialists of Oklahoma is an Equal Employment Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law. Reasonable accommodations are available to qualified individuals with disabilities.