Surgical Scheduling Coordinator II - Vascular Surgery

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health benefits

403B Retirement

Paid vacation & holidays

Tuition reimbursement

Parental leave

Employee assistance program

Job summary

Medical College of Wisconsin in Milwaukee seeks a Surgical Scheduling Coordinator to coordinate routine and complex operative cases, ensuring timely communication between provider offices and the operating room. You will support patients with pre- and post-operative information and manage scheduling with EPIC/OpTime, while maintaining high standards of care.

The ideal candidate has at least 3 years of healthcare scheduling experience, strong organization, and excellent verbal and written

Qualifications

• Proven experience in surgical scheduling and administration.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication for patient education.
• Familiarity with scheduling software and EHR systems.
• Ability to handle sensitive patient information with discretion.

Responsibilities

• Schedule routine and complex operative cases and reschedule as needed.
• Coordinate between provider offices and operating room for mutually convenient times.
• Collaborate to resolve scheduling conflicts and optimize the schedule.
• Communicate with staff, providers, and patients; provide patient guidance.
• Coordinate pre-procedure planning and post-operative instructions.

Skills

Surgical scheduling

Organizational skills

Communication skills

Healthcare terminology

Discretion with patient information

Problem solving

Education

High School Diploma

Tools

EPIC OpTime

Scheduling software

Electronic Health Records (EHR)

Job description

Summary

Coordinate surgical scheduling for the Department/Division/Program. Provide support to the team to facilitate the achievement of the program's goals.

Primary Responsibilities

• Schedules routine and complex operative cases. Facilitate extensive care coordination requires when multiple services are required. Reschedules, cancels surgical procedures efficiently and effectively. Communicates with clinical staff to coordinate mutually acceptable procedural times between the provider offices and the operating room.

• Collaborate with other surgical schedulers to resolve scheduling conflicts and optimize the surgical schedule

• Facilitates internal and external communication with staff, providers and patients.

• Act as a resource for patients, providing detailed information about surgery scheduling, pre-operative and post-operative instructions, and addressing any patient concerns or questions.

• Offer guidance and support to patients to enhance their understanding and comfort with the surgical process. 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

• Proven experience in surgical scheduling and administration, preferably in a healthcare setting.

• Exceptional organizational skills, meticulous attention to detail, and the ability to manage complex scheduling scenarios.

• Strong written and verbal communication skills, with a focus on patient education and support.

• Proficiency in medical terminology and a deep understanding of healthcare regulations and insurance processes.

• Familiarity with scheduling software, electronic health records (EHR) systems, and data analysis tools.

• Ability to handle sensitive patient information with discretion and professionalism.

• Strong problem-solving skills and adaptability to address unique scheduling challenges.

• Commitment to maintaining the highest standards of patient care.

Qualifications

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

Minimum Required Education: High School Diploma

Minimum Required Experience: 3 years, proven experience in a healthcare scheduling or administrative role.

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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.