Surgical Scheduler

Winchester Cardiology and Vascular Medicine; Winchester (VA); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

Health Insurance

Paid Time Off (PTO)

401(k) Retirement Plan

Job summary

The Surgical Scheduler at Winchester Cardiology and Vascular Medicine coordinates patient procedures from request to readiness, aligning with physician schedules and insurance requirements to ensure timely access to care.

Responsibilities include pre-procedure testing, EPIC EMR data management, and patient communication to promote preparedness and attendance, while supporting front desk operations as needed.

Qualifications

• High school diploma or equivalent.
• At least one year of experience in a medical office, clinic, or healthcare setting.
• Proficiency with computers, scheduling systems, and standard office equipment.
• Strong verbal and written communication with patient-centered service.
• Ability to multitask in a fast-paced environment while maintaining accuracy.
• Ability to work both independently and as part of a team.
• Solid understanding of HIPAA and patient privacy.

Responsibilities

• Coordinate and schedule patient procedures by aligning physician availability, procedural requirements, and patient needs to ensure timely access and efficient use of scheduling capacity.
• Coordinate pre-procedure requirements including pre-admission testing, ancillary services, orders, and clinical clearances.
• Collaborate with physicians, clinical teams, management, and referring provider offices to resolve scheduling challenges.
• Serve as primary contact for patients with appointment information, instructions, reminders, and scheduling support.
• Facilitate insurance authorization and pre-certification activities with the prior-authorization department.
• Maintain accurate scheduling, testing, and patient records in EPIC.
• Provide backup support for front desk and Patient Access operations.

Skills

Communication

HIPAA knowledge

Teamwork

Education

High school diploma or equivalent

Tools

EPIC EMR

Job description

Description

The Surgical Scheduler plays a critical role in ensuring the efficient coordination of procedural care. This position manages the scheduling process from initial request through procedure readiness, coordinating with patients, providers, clinical staff, and insurance partners to ensure all requirements are completed accurately and timely. Through strong organizational skills and a commitment to service excellence, the Surgical Scheduler helps support seamless operations and the delivery of high-quality patient care.

Essential Responsibilities

• Coordinate and schedule patient procedures by aligning physician availability, procedural requirements, clinical priorities, and patient needs to ensure timely access to care and efficient use of scheduling capacity.
• Coordinate all pre-procedure requirements, including pre-admission testing, ancillary services, orders, and clinical clearances, to ensure patients are prepared for scheduled procedures.
• Collaborate with physicians, clinical teams, management, and referring provider offices to coordinate procedure requests, resolve scheduling challenges, and support continuity of care.
• Serve as a primary point of contact for patients by providing appointment information, procedure instructions, reminders, and ongoing scheduling support to promote preparedness and attendance.
• Facilitate insurance authorization and pre-certification activities with the prior-authorization department to obtain required approvals, ensure documentation completeness, and coordinate follow-up on denials or appeals.
• Maintain accurate scheduling, testing, and patient records in EPIC, ensuring all required documentation, results, and correspondence are complete and appropriately filed.
• Provide backup support for front desk and Patient Access operations as needed to maintain effective clinic workflow and positive patient satisfaction.

Schedule

• Monday through Friday, 8:00 AM to 4:30 PM.

Compensation

The base pay range for this position is $17.82 - $21.00 hourly. Starting pay within the posted range is determined by factors including job-related skills, experience, education, and qualifications. The range provides the opportunity to progress as you grow and develop within a role.

Benefits

Winchester Cardiology offers a comprehensive benefits package, available upon eligibility, including:

• Medical, Dental, and Vision Insurance
• Life, Disability, and Supplemental Health Insurance
• Paid Time Off (PTO)
• Paid Holidays
• 401(k) Retirement Plan with Annual Employer Contribution
• Employee Perks & Discount Program

Minimum Qualifications

• High school diploma or equivalent.
• At least one year of experience working in a medical office, clinic, or healthcare setting.
• Proficiency in using computers, scheduling systems, and standard office equipment.
• Strong verbal and written communication skills with a commitment to providing inclusive, patient-centered service.
• Ability to multitask in a fast-paced environment while maintaining accuracy and professionalism.
• Demonstrated ability to work effectively as part of a team and independently.
• Strong understanding of HIPAA guidelines with the ability to maintain strict confidentiality and privacy of patient information.

Preferred Qualifications

• Knowledge of medical terminology.
• Prior experience using EPIC EMR.

Physical Requirements

• Ability to lift and carry up to 15 lbs
• Ability to work at a desk for extended periods (sitting), up to 8 hours per day
• Ability to use a computer and standard office equipment for extended periods, up to 8 hours per day
• Ability to work onsite Monday through Friday

All employees of Winchester Cardiology and Vascular Medicine P.C. are required to comply with company protocols regarding COVID-19 and other infectious diseases. This includes adherence to vaccination policies, safety measures, and any additional health protocols established to protect the well‑being of patients, staff, and the community.

Winchester Cardiology values diversity and is committed to creating an inclusive workplace for all employees. We are an Equal Opportunity Employer and consider all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability (physical or mental), veteran status, genetic information, or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us at [e-mail] to request an accommodation.

Winchester Cardiology and Vascular Medicine participates in E-Verify, the federal program for electronic verification of employment eligibility.