Surgical Scheduler III

001 University of Rochester; United States; On-site; USD 42,000 - 57,000; Full time

Job summary

The University of Rochester is seeking an experienced OR scheduling support professional to coordinate surgical scheduling and pre-operative activities. You will work with physicians, patients, and operating room staff to ensure accurate bookings and timely case completion.

The role requires a High School diploma with 2 years of relevant experience, knowledge of medical terminology, and experience with Flowcast and EMR systems. Strong communication and attention to detail are essential.

Qualifications

• High School diploma and 2 years relevant experience required or equivalent combination of education and experience.
• Medical terminology and experience with surgical/appointment scheduling software (Flowcast) and electronic medical records preferred.
• Strong communication and interpersonal skills; customer relations preferred.
• Detail-oriented with professional conduct and ability to manage a high-volume workload.

Responsibilities

• Coordinate surgical scheduling with physicians, patients, and OR staff to ensure accurate booking and timely completion of cases.
• Handle pre-operative clearances and insurance verifications to ensure coverage and readiness.
• Coordinate required OR equipment and communicate case information to the OR scheduling office.
• Serve as liaison between providers and the OR scheduling office with clear communication of case specifics.
• Perform insurance benefit verification and obtain prior authorizations for procedures.

Skills

Medical Terminology

Surgical Scheduling

Electronic Medical Records

Customer relations

Verbal & written communication

Education

High School diploma

Tools

Flowcast

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address): 158 Sawgrass Dr, Suite 200, Rochester, New York, United States of America, 14620 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 910151 Urology Work Shift: UR - Day (United States of America) Range: UR URCA 205 H Compensation Range: $20.30 - $27.41 The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

• Coordinates surgical scheduling by working with physicians, patients, and operating room staff to ensure accurate booking and timely completion of all case requirements.
• Manages pre-operative clearances, insurance verifications, and prior authorizations to ensure patient readiness and coverage approval.
• Coordinates required operating room equipment and communicates detailed case information to the OR scheduling office to support efficient workflow.
• Maintains high accuracy while independently managing a high-volume workload in a fast-paced environment.

ESSENTIAL FUNCTIONS

• Surgical Scheduling:
  Coordinate and schedule surgical procedures by collaborating with physicians, patients, and operating room staff.
  Ensure all required documentation, consents, and case details are completed accurately and submitted within required timeframes.
  Verify surgeon availability, procedure duration, and facility resources to optimize scheduling efficiency.
• Pre-op Clearances:
  Obtain and track all necessary pre-operative clearances, including medical, cardiac, and specialty consults.
  Communicate with primary care providers and specialists to ensure documentation is received, reviewed, and meets surgical requirements prior to the procedure date.
  Follow up on outstanding items to prevent delays or cancellations.
• Ensure operating room equipment is requested:
  Review surgical case requirements and confirm that all necessary equipment, instruments, implants, and special supplies are requested and available for each procedure.
  Coordinate with vendors, sterile processing, and operating room staff to ensure readiness and avoid case delays.
• Communicating complex details directly to the operating room scheduling office:
  Serve as a liaison between providers and the operating room scheduling office by clearly communicating detailed case information, including procedure specifics, patient needs, equipment requirements, and scheduling constraints.
  Ensure accuracy and completeness to support efficient OR workflow.
• Insurance (Benefit checks and Prior authorizations):
  Perform insurance benefit verification and obtain prior authorizations for surgical procedures.
  Ensure all approvals are secured prior to scheduling or surgery date.
  Communicate coverage details and potential patient financial responsibilities clearly, and address any authorization issues promptly.
• Organized, independently manage workload with accuracy:
  Demonstrate strong organizational and time management skills by prioritizing tasks, managing high-volume workloads, and meeting deadlines with minimal supervision.
  Maintain a high level of accuracy and attention to detail while handling multiple responsibilities in a fast-paced environment.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma and 2 years relevant experience required Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred.
• Demonstrated customer relations skills. preferred
• Must demonstrate consistent professional conduct and meticulous attention to detail preferred.
• Must have strong verbal and written communication skills as well as interpersonal skills with patients, staff, and other healthcare professionals preferred.
• Critical thinking skills and a positive attitude are essential preferred.
• Versatile scheduling skills based on needs of providers preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

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Learn. Discover. Heal. Create. Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.