Surgical Scheduling Coordinator III - MIGS

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health coverage

403B Retirement Package

Paid holidays

Tuition Reimbursement

Paid Parental Leave

EFAP

Pet Insurance

On campus Fitness Facility

Job summary

The Medical College of Wisconsin in Milwaukee is seeking a skilled Surgical Scheduling Coordinator to manage routine and complex operative cases, coordinating with providers and OR staff to optimize the schedule. You will oversee pre-op planning, pre-certifications, and patient communications, while guiding a scheduling team to MCP standards and navigating healthcare regulations.

This role requires extensive surgical scheduling experience, strong leadership, and a commitment to patient-centered

Qualifications

• Minimum 5 years of experience in healthcare scheduling or administrative role.
• High School Diploma required.
• Extensive experience in surgical scheduling and healthcare management preferred.

Responsibilities

• Schedules routine and complex operative cases and coordinates with providers and OR staff.
• Develop contingency plans to minimize disruptions and optimize the surgical schedule.
• Coordinate pre-op planning, including pre-op and post-op visits and testing.
• Generate referral and pre-certification orders and track through completion.
• Utilize OpTime (EPIC) for scheduling procedures.
• Train scheduling staff to MCP standards and ensure regulatory compliance.
• Support management of OR block schedule utilization.
• Identify process improvements to enhance efficiency and patient experience.
• Communicate effectively with staff, providers, and patients to coordinate scheduling.

Skills

Surgical scheduling

Healthcare administration

Leadership

Organizational skills

Communication skills

Medical terminology

EHR systems

Scheduling software

Data analysis

Discretion

Education

High School Diploma

Tools

OpTime (EPIC)

Job description

Summary

Coordinate surgical scheduling for Minimally Invasive Gastrointestinal Surgery. 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.

• Develop and implement contingency plans for minimizing disruptions and ensuring the surgical schedule is optimally maintained. 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.

• Train and educate surgical scheduling staff to adhere to MCP practice standards, ensuring their proficiency in surgical scheduling and compliance with healthcare regulations.

• Support management of OR block schedule utilization

• Coordinate all aspects of the surgical scheduling team. Establish and maintain scheduling standards and best practices for the team.

• Identify areas for process improvement and recommend enhancements to the scheduling process, efficiency, and the patient experience.

• Other duties as assigned.

Knowledge - Skills - Abilities

• Extensive experience in surgical scheduling, administration, or healthcare management.

• Strong leadership and management skills, with experience leading a team.

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

• Outstanding 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, adaptability, and the ability to develop and implement innovative solutions.

• A commitment to maintaining the highest standards of patient care and excellence in surgical scheduling

Qualifications

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

Minimum Required Education: High School Diploma

Minimum Required Experience: 5 years, with extensive experience in a healthcare scheduling or administrative role.

#LI-SN1

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.