Surgical Scheduler

GWAVA; City of Utica (NY); On-site; USD 25,000 - 39,000; Full time

Job summary

Omni Surgery Center in Utica, NY is seeking a staffed surgical scheduler to coordinate procedures and support daily operations. You will work with patients, physicians, and billing teams to ensure scheduling accuracy and completion of prerequisites before service dates.

The ideal candidate is organized, detail-oriented, and capable of multitasking in a busy healthcare setting, with strong communication skills and a patient-centered approach.

Qualifications

• High school diploma or equivalent required.
• Experience in medical scheduling or healthcare administration preferred.
• Proficiency with computers and EMR systems.

Responsibilities

• Schedule and coordinate procedures based on physician availability and OR capacity.
• Serve as primary contact for patients throughout scheduling.
• Coordinate with authorization to confirm insurance approvals before scheduling.
• Obtain and track required documentation and preoperative testing.
• Communicate instructions and arrival times to patients.
• Maintain accurate schedules and patient information in EMR.
• Notify team of schedule changes and manage cancellations.
• Collaborate with billing on estimates and financial arrangements.
• Ensure HIPAA compliance and protect patient confidentiality.

Skills

Communication skills

Attention to detail

Multitasking

Professional phone manner

Teamwork

Education

High school diploma or equivalent

Tools

EMR systems

Job description

Description

Omni Surgery Center is seeking an organized, dependable, and patient-focused Surgical Scheduler to coordinate surgical procedures and support efficient daily operations. This position works closely with patients, physicians, clinical staff, and authorization and billing teams to ensure procedures are scheduled accurately and all requirements are completed before the date of service.

The ideal candidate has strong communication skills, exceptional attention to detail, and the ability to manage competing priorities in a busy healthcare environment.

Key Responsibilities

• Schedule and coordinate surgical procedures according to physician availability, operating room capacity, staffing, and equipment needs.
• Serve as a primary contact for patients throughout the scheduling process, providing professional and timely assistance.
• Coordinate with the authorization team to confirm insurance approvals, approved procedures, and authorization expiration dates before scheduling.
• Obtain and track required documentation, including physician orders, medical clearances, preoperative testing, and relevant medical records.
• Communicate arrival times and approved preoperative instructions to patients, referring clinical questions to the appropriate healthcare professional.
• Maintain accurate schedules, patient information, and documentation in electronic medical records and scheduling systems.
• Communicate schedule changes promptly to physicians, anesthesia providers, clinical staff, and other relevant team members.
• Monitor pending cases and follow up on outstanding requirements to prevent avoidable delays and cancellations.
• Manage cancellations and rescheduling and help fill available procedure slots.
• Coordinate with billing staff regarding patient estimates and financial arrangements when applicable.
• Track scheduling status, cancellations, and unresolved barriers, and provide updates to management.
• Protect patient confidentiality and follow HIPAA requirements and organizational policies.
• Assist with related administrative responsibilities as needed.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in medical scheduling, patient coordination, or healthcare administration.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills and a professional telephone manner.
• Ability to multitask, prioritize responsibilities, and follow through on outstanding items.
• Proficiency with computers, electronic medical records, and standard office applications.
• Ability to work independently and collaboratively while maintaining a compassionate, patient-centered approach.

Preferred Qualifications

• At least one year of surgical scheduling experience in an ambulatory surgery center, hospital, or specialty practice.
• Familiarity with medical terminology, surgical procedures, and CPT and ICD-10 codes.
• Experience coordinating insurance authorizations, medical clearances, and preoperative requirements.
• Familiarity with commercial insurance, Medicare, Workers' Compensation, and No-Fault cases.