Surgical Scheduling Coordinator I - Plastic Surgery

Medical College of Wisconsin; Wauwatosa (WI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

403B retirement plan

Paid vacation and holidays

Tuition reimbursement

Parental leave

Job summary

MCW is seeking a Scheduling Coordinator to coordinate plastic surgery scheduling, support the team, and ensure efficient operation of the surgical calendar. You will communicate with providers, patients, and staff to optimize case times and pre/post-operative planning.

The role requires accurate data entry, discretion with patient information, and proficiency with scheduling software and EPIC. A strong customer-service mindset supports a high-quality patient experience.

Qualifications

• Experience in healthcare scheduling or administrative role is required.
• Excellent organizational skills with attention to detail.
• Strong written and verbal communication abilities.
• Knowledge of medical terminology and healthcare regulations.

Responsibilities

• Schedule routine operative cases and in-clinic procedures; reschedule and cancel as needed.
• Coordinate with clinical staff to align times between offices and OR.
• Facilitate internal and external communication with staff, providers, and patients.
• Serve as primary contact for patients on scheduling, pre-op instructions, and post-op care guidance.
• Address patient inquiries regarding their procedures.
• Coordinate pre-procedure planning including pre-op and post-op visits and tests.
• Generate referral and pre-certification orders and track through completion.
• Utilize OpTime (EPIC) for scheduling.
• Contribute to a collaborative, respectful work environment.
• Perform other duties as assigned.

Skills

Scheduling expertise

Organizational excellence

Written and verbal communication

Medical terminology

EHR systems

Discretion with patient info

Problem-solving

Patient care commitment

Education

High school diploma

Tools

EPIC

Job description

Summary

Coordinate surgical scheduling for Plastic Surgery. Provide support to the team to facilitate the achievement of the program's goals.

Primary Responsibilities

• Schedule routine operative cases and in-clinic procedures. Reschedule and cancel surgical procedures efficiently and effectively. Communicate with clinical staff to coordinate mutually acceptable procedural times between the provider offices and the operating room.
• Facilitates internal and external communication with staff, providers and patients.
• Act as a primary point of contact for patients, providing information on surgery scheduling, pre-operative instructions, and any necessary post-operative care guidelines.
• Address patient inquiries, concerns, and requests regarding their surgical procedures.
• Coordinate pre-procedure planning, including pre-op, post-op visits and any necessary diagnostic testing
• Generates referral and/or pre-certification orders and follows the pre-certification through completion
• Utilizes OpTime (EPIC) for scheduling patients for surgical procedures
• Performs all duties in a collegial manner within patients, OR staff, other departments and physician offices. Contributes to a supportive and healthy work environment.
• Other duties as assigned.

Knowledge - Skills - Abilities

Prior experience in a healthcare scheduling or administrative role.

Exceptional organizational skills, with a keen eye for detail.

Strong written and verbal communication skills.

Proficiency in medical terminology and understanding of healthcare regulations.

Familiarity with scheduling software and electronic health records (EHR) systems.

Demonstrated ability to handle sensitive patient information with discretion and professionalism.

Strong problem-solving skills and adaptability to changing situations.

A commitment to providing top-notch patient care.

Qualifications

Appropriate experience may be substituted for education on an equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 2 years, Prior experience in a healthcare scheduling or administrative role.

Preferred Experience: EPIC

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Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Work Environment

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

Sensory Acuity

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Employee & Family Assistance Program (EFAP)
• Pet Insurance
• On campus Fitness Facility, offering onsite classes
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a brief overview of our benefits see: Benefits Overview

For a full list of positions see: MCW Careers

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring - Collaborative - Curiosity - Inclusive - Integrity - Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.