Surgery Scheduling Specialist - GI Clinic

Vanderbilt University Medical Center; Nashville (TN); On-site; USD 42,000 - 65,000; Full time

Job summary

Vanderbilt University Medical Center's GI Endoscopy Schedule/Assess team seeks a coordinator to streamline surgery scheduling with patients, physicians, and the operating room.

You will facilitate efficient workflows, support technology usage, and foster clear communication across departments to ensure timely, coordinated care within Monday–Friday day shifts.

Qualifications

• Experience coordinating patient appointments and surgeries.
• Familiarity with insurance verifications and precertification.
• Strong communication and teamwork skills.

Responsibilities

• Coordinate surgery schedule with patient, physician, and OR.
• Coordinate with services to schedule multi-panel and multi-surgeon cases.
• Assist in scheduling related appointments.
• Verify patient eligibility and insurance coverage and discuss financial obligations.
• Determine in-network vs out-of-network coverage and guide patients accordingly.
• Obtain precertification or insurance approval prior to procedures.
• Notify billing with required paperwork for certification and compliance.
• Monitor schedule and optimize resources and workflow.
• Maintain quality in operations affecting patients and staff.
• May assist in training staff.

Skills

Patient Scheduling

Surgery Scheduling

Patient Documentation

Medical Terminology

Job description

Discover Vanderbilt Health :

With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

GI Endoscopy Schedule/Assess

Job Summary:

Coordinates with patients, physicians, and operating room to schedule surgeries with minimal guidance. Facilitates efficient workflow, supports appropriate use of technology, and fosters effective communication.

Position Hours

Monday - Friday Days

Department Summary

Vanderbilt General Gastroenterology provides comprehensive care for patients with acute and chronic digestive disorders, offering expert diagnosis and treatment for a wide range of gastrointestinal conditions, including complex and difficult-to-diagnose illnesses. The team is dedicated to improving patients' quality of life through personalized care and advanced treatment options. Services include the evaluation and management of conditions such as chronic abdominal pain, chronic constipation, chronic diarrhea, diverticulosis, anorectal motility disorders, fecal incontinence, blood in the stool, and esophageal-related chest pain. When specialized care is needed, patients are seamlessly connected to Vanderbilt's network of gastrointestinal specialty clinics to ensure the highest level of coordinated care.

KEY RESPONSIBILITIES

• Coordinates surgery schedule with patient, physician, and operating room in support of surgery scheduling functions.
• Coordinates with other services to schedule multi-panel and multi-surgeon combination cases across all locations.
• May assist in scheduling all appointments related to surgery.
• Verifies patient eligibility and coverage for procedure and discusses potential financial obligations with patient.
• Identifies if a patient's coverage is in-network or out-of-network and directs the patient to proper resources if needed with assistance from the Lead/Manager.
• Obtains precertification or proper insurance approval prior to surgical procedures.
• Notifies and forwards paperwork for insurance certification to billing office and obtains additional paperwork if needed, for compliance.
• Monitors surgery schedule and ensures optimization of resources and workflow.
• Maintains quality in operations impacting patients and staff.
• May assist in training new and current employees.

The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Patient Scheduling (Intermediate): The ability to coordinate and schedule patient appointments, surgeries, and other office visits with various computer systems in the hospital or clinic.
• Surgery Scheduling (Intermediate): The ability to coordinate and schedule surgeries within various computer systems in the hospital.
• Patient Documentation (Intermediate): The ability to receive and record patient information.
• Medical Terminology & Documentation (Intermediate): The ability to comprehend medical terminology and documentation in an office, or surgical setting.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

Core Accountabilities:

• Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.
• Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.
• Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.
• Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities :

• Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.
• Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
• Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.