Surgical Scheduler IV

University of Rochester; United States; On-site; USD 30,000 - 41,000; Full time

Job summary

The University of Rochester is seeking a Surgery Scheduling Specialist in the CVSL - Vascular Surgery department to manage a high-volume surgical schedule for inpatient and outpatient procedures. The role supports Canal View Clinic and Rochester locations, coordinating with providers and staff to ensure timely, accurate scheduling.

The ideal candidate will have medical terminology experience, strong customer service, and proficiency with scheduling software and EMR systems.

Qualifications

• High School diploma or equivalent and 3 years of relevant experience required.
• Or equivalent combination of education and experience
• Medical Terminology, Flowcast scheduling software and EMR experience preferred

Responsibilities

• Surgery scheduling for inpatient and outpatient procedures in a vascular surgery setting.
• Coordinate with staff, hospital personnel, and physicians' offices to schedule cases.
• Use clinical knowledge to schedule appropriate procedures per provider requests.
• Respond to scheduling changes/cancellations timely and accurately.
• Organize calendar updates and communicate critical matters to the team.

Skills

Customer service

Scheduling

Communication

Problem solving

Clinical knowledge

Prior authorizations

Education

High School diploma or equivalent

Tools

Flowcast

EMR

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):

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 at our Canal View Clinic location when assigned provider has a clinic location in Rochester, NY, but also includes Corporate Woods location 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 Universit