Surgery Scheduling Specialist PRN - ENT Clinic

Montgomery College; Tennessee; Hybrid; USD 36,000 - 48,000; Part time

Job summary

Vanderbilt Health is seeking a part-time Surgery Scheduling Coordinator to collaborate with patients, physicians, and the operating room team. You will verify eligibility, obtain precertifications, and help coordinate surgical procedures while maintaining efficient workflow.

This role supports ENT and related specialties, contributing to high-quality patient care in a multi-disciplinary environment, with flexible hours and a focus on accurate documentation.

Qualifications

• Knowledge of medical terminology and documentation practices.
• Experience coordinating patient appointments and surgical schedules.
• Ability to work with multiple stakeholders and systems.

Responsibilities

• Coordinate surgery schedule with patient, physician and OR.
• Verify patient eligibility and obtain precertifications.
• Obtain insurance approval prior to procedures.
• Forward paperwork to billing and ensure compliance.
• Monitor schedule and optimize resources and workflow.

Skills

Patient Scheduling

Patient Documentation

Medical Terminology

Surgery Scheduling

Education

High School Diploma or GED

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: OTO Non-Clinical 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 2:30pm - 5pm PRN (as needed)

Department Summary This role is part of Vanderbilt Bill Wilkerson Center’s nationally recognized Otolaryngology team, providing advanced, comprehensive care for patients with a wide range of ear, nose, and throat (ENT) conditions. Working within a multidisciplinary environment, providers collaborate with expert specialists to deliver personalized treatment plans ranging from routine care to highly complex surgical interventions. The practice treats a broad spectrum of ENT disorders, including airway stenosis, allergies, congenital airway abnormalities, ear malformations, facial nerve disorders, facial paralysis, hearing loss, and sinus disorders, ensuring patients receive leading‑edge care across all aspects of otolaryngology.

KEY RESPONSIBILITIES

• Coordinates surgery schedule with patient, physician and operating room, in support of surgery scheduling function.
• Verifies patient eligibility and coverage for procedure, obtain precertification's, and discuss potential financial obligations with patient.
• 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.
• 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.
• 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.
• Surgery Scheduling (Intermediate): The ability to coordinate and schedule surgeries within various computer systems in the hospital.

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. At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High‑achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

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.

Delivering Excellent Services: Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner.- Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.

Ensuring High Quality: Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.

Managing Resources Effectively: Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high‑quality work/service.- Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.- Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.

Fostering Innovation: Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day‑to‑day operations by offering suggestions to enhance them.- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.- Adapted Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications

Responsibilities: Certifications: Work Experience: Relevant Work Experience Experience Level: 2 years Education: High School Diploma or GED

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO. Great health care takes great people.

Great health care takes great people. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt Health, where we value collaboration, embrace continuous learning and foster an environment where everyone can thrive.

We’re the largest private employer in Middle Tennessee, with a growing team and an expanding footprint across towns and communities throughout the region. We employ more than 43,000 people who work in inpatient and outpatient clinical care, research and graduate medical education. Our employees also serve in critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fundraising, groundskeeping and facilities, and many other departments.

Our growing academic health system has more than 2,100 licensed hospital beds at eight hospitals: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Bedford Hospital Vanderbilt Clarksville Hospital Vanderbilt Tullahoma-Harton Hospital Vanderbilt Wilson County Hospital

Vanderbilt Health is the Mid‑South's largest provider of specialty care, with hundreds of outpatient clinic and surgical locations throughout the region, and Tennessee’s only National Cancer Institute-designated Comprehensive Cancer Center for adults and children. We are one of the nation's busiest critical care centers, home to Middle Tennessee’s only Level 1 Trauma Center and Burn Center for adults and children, and Middle Tennessee’s only Level IV Neonatal Intensive Care Unit. We are the nation’s largest transplant center, and last year we performed the most heart transplants than any center worldwide. Vanderbilt Health is an epicenter for biomedical research, winning over $1 billion in annual research awards from government, industry, foundations and donors. We are also a national leader in medical training and education, with the largest clinical training center in the Mid‑South and the only training center in Tennessee for many adult and pediatric specialties. We’re honored to be consistently considered among the nation’s best hospitals for quality, safety and patient satisfaction. Three of our hospitals Vanderbilt University Hospital Vanderbilt Psychiatric Hospital and Vanderbilt Wilson County Hospital have been awarded a Five-Star Quality Rating from Medicare. We support each other and encourage excellence among every member of our workforce. High‑achieving employees stay at Vanderbilt Health for professional growth opportunities, competitive compensation and benefits, and a sense of community and purpose. Join us in advancing health care. Our vision: The world leader in advancing personalized health Our mission: Personalizing the patient experience through our caring spirit and distinctive capabilities