Surgical Scheduler IV

University of Rochester; City of Rochester (NY); On-site; USD 30,000 - 40,000; Full time

Job summary

University of Rochester seeks a Surgical Scheduling Specialist for a high-volume vascular surgery practice. You will schedule inpatient and outpatient procedures, act as a liaison with staff and providers, and use clinical knowledge to align schedules with case requests.

Responsibilities include prior authorization coordination, CPT coding, and arranging pre/postoperative steps while maintaining accuracy in a fast-paced environment across multiple clinics.

Qualifications

• The Surgery Scheduling Specialist requires a high school diploma or equivalent plus 3 years of relevant experience.
• Experience with surgical/appointment scheduling software such as Flowcast and EMR systems preferred.
• Strong customer service skills and ability to manage a demanding workload with accuracy.

Responsibilities

• Independently schedule surgeries based on surgeon calendars and case urgency.
• Maintain provider calendars and communicate important matters to the team.
• Identify CPT codes and obtain prior authorizations with payers.
• Schedule preoperative testing and postoperative follow-ups as required.
• Coordinate resources and staff for the surgical team and locations.

Education

High School diploma or equivalent and 3 years of relevant experience

Or equivalent combination of education and experience

Medical Terminology, experience with Flowcast, and EMR preferred

Tools

Flowcast scheduling software

Electronic medical records (EMR)

Job description

School of Medicine and Dentistry

Full time

R275093

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):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

910137 CVSL - Vascular Surgery

Work Shift:

UR - Day (United States of America)

Range:

UR URCB 206 H

Compensation Range:

$21.97 - $29.66

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:

The Surgery Scheduling Specialist performs surgical scheduling functions in a high-volume, complex vascular surgery practice. The Surgical Scheduler must schedule inpatient and outpatient procedures consistent with the patient’s diagnosis and case request. The candidate acts as a professional liaison for staff, hospital personnel, medical staff, and physicians’ offices. Position requires utilization of clinical knowledge to schedule appropriate procedures/surgeries per the provider’s case requests. Also requires strong customer service skills with patients, employees, and the public, as well as typing, experience with computerized documentation systems, and problem-solving. The Surgical Scheduler must be able to respond to both written and oral correspondence regarding scheduling changes/cancellations in a timely, accurate manner. An individual must be organized and be able to manage a demanding workload with accuracy. This role would work mostly at our FF Thompson location in Canandaigua, NY, but also includes Canal View Clinic in Rochester.

ESSENTIAL FUNCTIONS

• Independently schedule surgeries based on the surgeon’s schedules, available dates, and communicated case urgency, and appropriately maintain and proactively update the provider’s calendar to efficiently communicate matters of significant importance to the provider team and improve scheduling effectiveness.
• Utilize autonomous judgment to schedule with appropriate location (SMH, HH, FFT, Sawgrass, Canal View), independently identifying appropriate CPT codes and obtaining necessary prior authorizations with payers.
• Determines the necessity of communication with payers to obtain all necessary prior authorizations utilizing researched CPT codes
• Schedules necessary preoperative testing and postoperative follow-up as required for the variety of complex surgical procedures conducted by the providers
• Researches eRecord and other databases and/or files for accurate patient scheduling information, ensuring all relevant appointments are scheduled, and diagnostic imaging results are scheduled and received
• Independently identifies resources and coordinates device representatives, techs, and other personnel as necessary to be part of the surgical team.
• Negotiates surgical/procedural schedule by communicating complex details directly to the Operating Room scheduling office and Ambulatory Surgical Center Staff.
• Able to independently and autonomously prioritize needs based on urgency at a moment’s notice.
• Using independent judgment, authorizes overbooking and rearranging of surgeons' operating room schedules based on case complexity, medical urgency, and provider preference.
• Authorizes and arranges rescheduling when cancellations occur by applying protocols for surgical scheduling
• Performs triage on incoming calls to determine what action can be taken at the time of the call, and what calls should be delegated
• Communicates best practices and procedures to other parties to demonstrate the importance and impact of achievement
• Identifies process improvement opportunities and implements them freely to increase the efficiency of scheduling and patient satisfaction.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma or equivalent and 3 years of relevant experience required
• Or equivalent combination of education and experience
• Medical Terminology, experience with surgical/appointment scheduling software, such as Flowcast, and electronic medical records preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated customer relations skills 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.

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.