Surgical Scheduler - GYN

Summit Health Management; Bend (OR); On-site; USD 32,000 - 42,000; Full time

Job summary

VillageMD is seeking a friendly, detail‑oriented administrative assistant to support front desk operations in Bend, Oregon. You will greet patients, schedule appointments, manage referrals, and handle chart prep and data entry in our EHR system.

Ideal candidates will have a High School diploma or GED, strong interpersonal skills, and experience with medical office administration. This on‑site role offers growth within a physician‑led, patient‑centered network.

Qualifications

• High School diploma or GED required.
• Associate degree preferred.
• Heartsaver within 30 days of hire.
• Experience in medical office or PSR preferred.
• Excellent interpersonal and customer service skills.
• Ability to communicate in English, both orally and in writing.
• Accurate computer data entry skills.

Responsibilities

• Greet patients and schedule appointments.
• Coordinate hospital and ambulatory admissions.
• Answer phones and route messages.
• Prepare charts and update patient records.
• Maintain office supplies and equipment.
• Protect patient privacy and confidentiality.
• Liaise with physicians and nursing staff.
• Assist with referrals and pre-admission tasks.

Skills

Customer service

Data entry

English communication

Office software

Education

High School diploma / GED

Associate degree preferred

Heartsaver within 30 days

Tools

EHR systems

Practice Management System

Windows OS

MS Office

Job description

About Our Company

We’re a physician-led, patient-centric network committed to simplifying health care and bringing a more connected kind of care. Our primary, multispecialty, and urgent care providers serve millions of patients in traditional practices, patients' homes and virtually through VillageMD and our operating companies Village Medical, Village Medical at Home, Summit Health, CityMD, and Starling Physicians. When you join our team, you become part of a compassionate community of people who work hard every day to make health care better for all. We are innovating value-based care and leveraging integrated applications, population insights and staffing expertise to ensure all patients have access to high-quality, connected care services that provide better outcomes at a reduced total cost of care.

We’re a physician-led, patient-centric network committed to simplifying health care and bringing a more connected kind of care. Our primary, multispecialty, and urgent care providers serve millions of patients in traditional practices, patients' homes and virtually through VillageMD and our operating companies Village Medical, Village Medical at Home, Summit Health, CityMD and Starling Physicians. When you join our team, you become part of a compassionate community of people who work hard every day to make health care better for all. We are innovating value-based care and leveraging integrated applications, population insights and staffing expertise to ensure all patients have access to high-quality, connected care services that provide better outcomes at a reduced total cost of care. The work we do is changing the lives of our patients, our communities, and each other. Join us as we deliver the care we want to see in the world. Together, we can create better outcomes for all.

Essential Job functions:

• Responsible for greeting patients/family, scheduling patient appointments, scheduling hospital and ambulatory admissions/procedures.
• Ensure appropriate action was taken in a timely manner.
• Answer the telephone promptly and dealing with callers needs expediously.
• Directs all calls appropriately, takes an accurate message and delivers to the appropriate individual.
• Demonstrates appropriate telephone etiquette.
• Schedules future appointments, tests, and completes referrals as ordered by the physician.
• Maintains communication resources, i.e. on‑call schedule, MD phone numbers and beeper numbers.
• Prepares charts for new patients assuring all required forms are placed appropriately in the chart.
• Converts from temporary to permanent record before close of the day.
• Requests medical records and performs chart preparation to provide physician with all information needed for visit prior to the actual exam, evaluation, procedure, or treatment.
• Prints minimal medical records information needed from electronic record if chart is not available.
• Reconciles encounters daily according to policy and guidelines.
• Monitors supply inventory, completes and directs requisitions for supplies, forms, equipment or services.
• Performs various clerical duties including faxing, photocopying, filing and mailings.
• Obtains, verifies and updates patient information; maintains confidentiality according to policies.
• Accurately completes any/all necessary forms for the patients.
• Respects patient’s rights by knocking on the door, calling patient by name and identifying self before entering the patient’s room.
• Establishes and maintains a positive working relationship with physicians and nursing staff.
• Protects the privacy and confidentiality of patients and employees.
• Communicates any problems, equipment concerns or issues promptly to the Nurse Manager.

General Job functions:

• Demonstrates a working knowledge of booking and scheduling inpatient, outpatient and special procedures.
• Arranges for specialty equipment/ services.
• Interacts with outside vendors / contracted services.
• Demonstrates understanding of submission of necessary documents for hospital.
• Verbalizes procedure for collection of pre‑admission testing data.
• Demonstrates a working knowledge of insurance and pre‑certification requirements.
• Arranges types and distributes schedule.
• Maintains office supplies and equipment.
• Provides training to other office staff.
• Logs surgical procedures.
• Maintains scheduling system.
• Demonstrates working knowledge for rescheduling and canceling procedures.
• Verbalizes customer service skills to alleviate patient anxiety.
• Demonstrates customer service skills when communicating with peers.
• Collates and submits information.
• Communicates repair orders to appropriate personnel.
• Demonstrates good judgment in scheduling procedure to increase physician productivity.
• Demonstrates understanding of fire safety and emergency procedures.
• Other job duties as required.

Education, Certification, Computer and Training Requirements:

• High School Graduate or GED required.
• Associate Degree preferred.
• Heartsaver within 30 days of hire.
• Previous PSR experience preferred.
• Previous office experience preferred.
• Ability to communicate in English, both orally and in writing.
• Must have excellent interpersonal and customer service skills.
• Must have accurate computer data entry skills.
• Must have the ability to organize and perform multiple tasks in a timely manner.
• Knowledge of medical office and terminology preferred.
• Basic proficiency in computer use required.
• Previous experience with Standard Office Technology in a Window based environment preferred.
• Experience with EHR, Practice Management System and Departmental/AncillarySystems preferred.

About Our Commitment Total Rewards at VillageMD

Participation in VillageMD’s benefit platform includes Medical, Dental, Life, Disability, Vision, FSA coverages and a 401k savings plan.

Equal Opportunity Employer

Our Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to, and does not discriminate on the basis of, race, color, religion, creed, gender/sex, sexual orientation, gender identity and expression (including transgender status), national origin, ancestry, citizenship status, age, disability, genetic information, marital status, pregnancy, military status, veteran status, or any other characteristic protected by applicable federal, state, and local laws.

Safety Disclaimer

Our Company cares about the safety of our employees and applicants. Our Company does not use chat rooms for job searches or communications. Our Company will never request personal information via informal chat platforms or unsecure email. Our Company will never ask for money or an exchange of money, banking or other personal information prior to the in‑person interview.