Surgical Scheduler

Techlink Systems Inc.; Fairfax (VA); On-site; USD 50,000 - 70,000; Full time

Job summary

Techlink Systems Inc. in Fairfax, VA is seeking a Surgical Scheduler to manage all surgical procedures, collect correct clinical and insurance coding, and coordinate with providers, call centers, and clinics to optimize the OR schedule.

The ideal candidate possesses recent Epic scheduling experience, prior authorization know-how, and a proven ability to work independently with minimal training, ensuring accurate postings and smooth team throughput.

Qualifications

• Recent Epic experience within the last 3 years.
• Experience with prior authorizations, specifically for procedures.
• Strong understanding of procedure scheduling.
• Ability to work independently with limited training and ramp-up time.

Responsibilities

• Schedules and coordinates all surgical procedures, ensuring adequate time is allocated according to the physician's historical OR time slots.
• Assesses and schedules similar surgeries on dates, times, and locations to maximize surgeon availability and OR utilization.
• Coordinates special equipment, instruments, and supply requests with interdepartmental OR care teams.
• Resolves scheduling conflicts by partnering with the OR Clinical Coordinator or designee.
• Identifies and obtains missing patient information, CPT codes, and special requests from the physician's office for a complete posting.
• Identifies and improves scheduling workflow deficiencies through collaboration with surgeons and clinical leadership.
• Manages equitable OR scheduling between surgeons, prioritizing patient safety and access.
• Represents Surgery Services by accurately processing scheduling in a timely, professional manner.
• Coordinates care with surgeons and first assists to ensure smooth operations.

Skills

Epic experience

Prior authorizations

Procedure scheduling

Independent work

Tools

Epic

Job description

Job Title: Surgical Scheduler
Location (On-site, Remote, or Hybrid?): Fairfax, VA (onsite)
Contract Duration: Contract until 12/26/2026
Work Hours: 8:30a - 5:00p

Description:
Must-Have Qualifications

• Recent Epic experience within the last 3 years (most critical requirement).
• Experience with prior authorizations, specifically for procedures.
• Strong understanding of procedure scheduling.
• Ability to work independently with limited training and ramp-up time.

Preferred Qualifications

• Registration experience, including: Patient check-in Patient check-out
• Broader front-end patient access experience is highly desirable.

Ideal Candidate Profile

• Strong cultural fit who is dependable, adaptable, and ready to contribute immediately.
• Considered an expert user of Epic and comfortable navigating workflows with minimal guidance.
• While the team can provide training on GI-specific processes, they need someone who already understands Epic, scheduling, and authorization workflows.

Hiring Manager Priorities

• Recent Epic experience.
• Prior authorization experience.
• Procedure scheduling expertise.
• Registration/check-in/check-out experience. Ability to start quickly with little to no training.

Job Summary
The Surgical Scheduler is responsible for scheduling all surgical procedures and ensuring that the appropriate clinical and insurance coding information is collected for the surgery schedule. This role receives scheduling requests from various sources, including providers, call centers, and clinics, and schedules the procedure following established guidelines and leadership directions. The Surgical Scheduler plays a pivotal role in the surgical team, ensuring that all procedures are efficiently scheduled and coordinated. This position is vital for maintaining the smooth operation of the surgical unit, as accurate scheduling impacts everything from patient care to resource allocation. By effectively managing the surgery schedule, the Scheduler ensures that patients receive timely care and that the surgical team can operate efficiently. This role supports day-to-day operations and contributes significantly to the overall quality of healthcare delivery.

Duties and Responsibilities

• Schedules and coordinates all surgical procedures, ensuring adequate time is allocated according to the physician's historical OR time slots.
• Assesses and schedules similar surgeries on dates, times, and locations to make the most of the surgeon's availability, and increasing OR utilization and staff efficiency.
• Coordinates special equipment, instruments, and supply requests with appropriate interdepartmental OR care teams, ensuring accurate resources for each surgery.
• Resolves scheduling conflicts by developing and leveraging a strong partnership with the OR Clinical Coordinator or designee.
• Identifies and obtains missing patient information, equipment needs, CPT codes, and special requests from the physician's office for a complete and accurate surgical posting.
• Identifies and improves scheduling workflow deficiencies through collaboration with surgeons and clinical leadership, focusing on simplification, clarity, and ease of operation.
• Manages equitable and fair OR scheduling between surgeons, prioritizing patient safety, patient access, and safe working conditions.
• Represents the Surgery Service Line's excellence in care by accurately processing all surgical scheduling in a timely and professional manner.
• Identifies, collaborates, and integrates care team members which is vital to the accomplishment of the surgery, providing a smooth and unified experience for the patient.
• Coordinates care with surgeons, co-surgeons, and first assists.
• Ensures any necessary pre-operative exams/testing are completed prior to the surgery date.
• Ensures that patients are continually updated by tracking and notifying the patient of any scheduling modifications, pre-surgical appointments, or necessary peri-operative assessment.
• May perform additional duties as assigned.