surgical scheduler -HVI Vascular and Cardiothoracic Surgery

WVU Hospitals — Ruby Memorial Hospital; South Charleston (WV); On-site; USD 35,000 - 45,000; Full time

Job summary

A leading healthcare provider is seeking a Surgical Scheduler for the HVI Vascular and Cardiothoracic Surgery department. This role involves managing surgical schedules, coordinating patient care, and ensuring effective communication with patients and medical staff. The ideal candidate will have strong communication skills and familiarity with medical terminology, along with a high school diploma. This is a full-time position in a standard office environment.

Qualifications

• One year of medical office experience with scheduling responsibilities preferred.

Responsibilities

• Manage surgical scheduling and coordinate pre-admission testing.
• Establish and monitor detailed surgeon calendars.
• Communicate surgery details to patients and families.

Skills

Communication

Medical Terminology

Education

High school diploma or equivalent

Job description

Surgical Scheduler - HVI Vascular and Cardiothoracic Surgery

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Welcome! We’re excited you’re considering an opportunity with us! To apply to this position, click the Apply button above and complete the application in full. Below, you’ll find key information about this role.

Performs administrative and clerical duties to manage surgical scheduling and coordinates pre-admission testing within the department.

Minimum Qualifications

Education, Certification, and/or Licensure:

• High school diploma or equivalent.
• State criminal background check, and federal check if applicable, as required by the department of health regulations based on work location.

Experience

Preferred Qualifications:

• One (1) year of medical office experience with scheduling responsibilities.

Core Duties and Responsibilities

The following describes the general nature of work for this position. Other duties may be assigned.

• Establish and monitor detailed surgeon calendars; coordinate with OR schedules to efficiently schedule cases and optimize surgeon time.
• Manage cancellations by rescheduling or filling gaps with other patients requiring procedures.
• Assist in scheduling urgent and emergent surgeries.
• Coordinate and schedule pre-surgery testing as required.
• Keep track of test orders in EPIC and gather ancillary testing forms from physicians.
• Communicate surgery details to patients and families, send detailed instructions, prescriptions, and appointment cards.
• Call patients for appointment reminders and serve as a contact for questions or concerns.
• Confirm procedures within the clinical suite.
• Maintain inventory of patient instructions and educational materials.
• Coordinate patient care with clinics, testing, and staff to meet procedure requests.
• Obtain phone consent and coordinate care for DHHR patients, including scanning legal documents into EPIC.
• Arrange pre-certification with third-party payers as needed.
• Complete missing information and assist clinical staff with request forms for procedures and follow-ups.
• Refer patients for financial assistance when needed.
• Maintain records of cases performed, including resident participation.
• Update weekly case scheduling information in the DEPOT system.

Physical Requirements

• Ability to sit for extended periods.
• Hearing ability (aid permitted), without reliance on lip reading.
• Corrected visual acuity for reading small print and viewing distant objects.

Work Environment

• Standard office environment.

Skills and Abilities

• Strong written and verbal communication skills.
• Familiarity with medical terminology.

Additional Details

Scheduled Weekly Hours: 40

Exempt/Non-Exempt: Non-Exempt

Shift: United States of America

Company: WVU West Virginia University Hospitals

Cost Center: 119 THOM HVI Vascular Surgery

Address: 424 Division Street, South Charleston, WV

WVUHS is an equal opportunity employer committed to diversity and non-discrimination in employment.