Surgery Scheduler Clinic

Franciscan Medical Group; Silverdale (WA); On-site; USD 52,000 - 66,000; Full time

Job summary

Virginia Mason Franciscan Health seeks a Surgery Scheduler to orchestrate complex scheduling and resource allocation within a hospital setting. The role requires meticulous data entry, ability to manage multiple tasks, and strong communication with patients, staff, and providers.

The Scheduler will handle referrals, preauthorization, and coordination of pre-surgery clearance, aiming to ensure timely procedures and optimal patient care while maintaining accurate electronic records.

Qualifications

• Two years of work experience in a medical office or healthcare setting.
• Experience with scheduling systems and medical terminology is beneficial.
• Strong attention to detail and communication skills required.

Responsibilities

• Schedules patient surgical procedures based on authorized referrals and reviews privilege status prior to scheduling.
• Verifies insurance eligibility and obtains pre-authorization for surgery.
• Coordinates pre-surgery clearance requirements and reschedules as needed.
• Addresses special patient requirements including transportation and interpreters to ensure smooth care.
• Maintains patient data in the electronic medical record and updates records for accuracy.
• Provides patient education materials and responds to basic billing questions.

Skills

Scheduling systems

Organizational skills

Attention to detail

Communication

Job description

Job Summary and Responsibilities

As our Surgery Scheduler, you will be a critical orchestrator of complex operational logistics, ensuring seamless alignment of resources, personnel, and services.

Every day, you will expertly manage intricate scheduling and resource allocation while meticulously entering and maintaining data. You will also produce schedules, and oversee template maintenance.

To be successful in this role, you will possess exceptional organizational skills, meticulous attention to detail, strong communication, and proficiency with scheduling systems. Your proactive approach and commitment to operational precision are paramount.

• Schedules appointments and ancillary services - surgical procedures: Schedules patient surgical procedures based on authorized referral in accordance with established standards and procedures; verifies and reviews physician privilege status prior to scheduling. Gathers and documents insurance eligibility data, conducting routine verifications that can be done quickly during conversation; enters data in patient's electronic medical record as appropriate.
• Schedules or coordinates pre-surgery clearance requirements prior to procedure. Reviews applicable work queue to identify patients requiring contact to confirm an existing appointment, and/or schedule a periodic future visit; contacts patient in accordance with established procedures. Contacts and follows up with patients to reschedule a missed/cancelled appointment; documents reason(s) for no-show in accordance with established procedures; notifies management if patient has violated a policy and further action is required.
• Makes arrangements for addressing special/ancillary patient requirements, including transportation, interpreters and other needs relating to patient care and satisfaction. May interact with referring clinic to ensure successful coordination of patient care. Assists in the scheduling of specialty care visits; works closely with the scheduling PAR at the specialty (referral) clinic, or the relevant hospital department to ensure that referrals are scheduled to meet the needs of the patient. Gathers insurance eligibility information and obtains pre-authorization for surgery.
• Uses various techniques to ensure insurance eligibility (e.g. Real Time Eligibility, insurance web-sites, direct contact with insurance payor, etc) Ensures that all authorizations are acquired from insurance companies prior to scheduled procedure. Makes registration and other front-end corrections prior to patient visit; ensures that all missing and erroneous information is updated before patient visit. Coordinates patient instructional/educational activities.
• Works with clinic team, patients and/or employers to ensure that patients receive adequate instructions and information regarding educational opportunities relevant to the patient's referral; provides information to patients regarding their referral appointment and service for testing, financial policies, registration requirements, etc. Verifies that the patient has followed through with the referral. Coordinates purchase of materials and/or the rental of medical equipment relevant to the patient’s referral.
• Provides patient with pre-visit prep materials; packages materials to correspond with type/nature of patient appointment and sends to patient in a timely manner. Provides basic information in response to patient questions on billing and insurance matters; obtains a non-complex cost estimate when requested; refers questions regarding more complex cost estimates/benefits information to Financial Counselor.

Job Requirements

Required: Two years of work experience in a medical office or healthcare environment where knowledge of medical terminology, insurance companies and codes as well as policies and procedures was necessary to perform the job.

Where You'll Work

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area.

Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person - body, mind, and spirit - in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth.

Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care.

We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.