Surgery Scheduler - General Surgery

Position: SURGERY SCHEDULER - GENERAL SURGERY

The Surgery Scheduler responsibilities include coordinating and scheduling procedures, surgeries, and post-operative appointments. This role communicates effectively with patients, families, providers, and staff within the clinic and external facilities, providing accurate and timely information.

Department Summary

The department is comprised of surgeons and a dedicated team of clinical and administrative staff.

Qualifications

• High School diploma or GED.
• Demonstrates an understanding of the importance of accurate and efficient schedule coordination to support optimal patient care and provider workflow.
• Demonstrates ability to perform efficiently and accurately under high-stress conditions.
• Understanding of medical terminology.

Skills

• Professional phone etiquette, ensuring clear, courteous, and confidential communication with patients and healthcare professionals.
• Positive attitude with the ability to adapt and pivot in changing circumstances.
• Quick learner with the ability to grasp new processes and systems efficiently.
• Computer literacy, including proficiency in medical terminology and the use of electronic health records (EHR) systems.

Department Skills

• Electronic Health Record (EHR) Proficiency:
  Comfortable navigating and documenting in EHR systems (e.g., Cerner).
• Team
  
  Collaboration:
  
  Work effectively with physicians, nurses, and administrative staff to support patient care.
• Adaptability:
  Able to adjust quickly to changes in provider schedules, patient needs, or workflow demands.
• Confidentiality & Compliance:
  Maintain patient privacy and adhere to HIPAA and other regulatory requirements.

Responsibilities & Expectations

• Surgery Schedulers arrange surgical procedures with thoughtful consideration of estimated duration and complexity, ensuring appropriate scheduling and resource allocation.
• Obtain consent and file in the appropriate sections of electronic or paper charts, maintaining proper chart organization.
• Obtain medical, cardiology, pulmonary, and other clearances as requested by the provider or hospital.
• Provide patients with clear preoperative instructions, schedule both surgical and postoperative appointments, and communicate all relevant surgical and financial requirements.
• Answer and screen incoming calls related to surgical procedures with courtesy and professionalism, ensuring messages are accurately recorded and routed to the appropriate personnel.
• Review clinical documentation to ensure completeness prior to scheduled procedures or surgeries.
• Perform other related duties as assigned by the department manager.

Department Responsibilities & Expectations

• Assist with last-minute schedule changes and communicate updates promptly to patients, providers, and staff to ensure smooth operations and minimal disruption.
• Provide coverage for the same role at other office locations as needed.

Working Conditions

• The Surgery Scheduler shifts are normally 8 hours/day on-site Monday through Friday.
• Work in well-lighted and well-ventilated office.
• Expected to adhere to general office policy and dress code.

Department Working Conditions

• Subject to frequent interruption.
• Occasionally may have interactions with upset or frustrated patients.
• Cross training in all areas in the department is required.

Hazardous Exposure Category

Category III – tasks that involve no exposure to blood, body fluids, or tissues. Category I tasks are not a condition of employment. The normal work routine involves no exposure to blood, body fluids, or tissues, although situations can be imagined or hypothesized where potential exposure to body fluids might occur. Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid or to be potentially exposed in some other way.

Physical

Addendum

• Lifting 0‑10 lbs – Never
• Lifting 10‑20 lbs – Never
• Lifting 20‑35 lbs – Never
• Lifting 35‑50 lbs – Never
• Lifting 50‑75 lbs – Never
• Lifting 75‑100 lbs – Never
• Lifting over 100 lbs – Never
• Forward Reaching – Frequent (34‑65%)
• Overhead Reaching – Never
• Standing – Occasional (10‑33%)
• Walking – Occasional (10‑33%)Sitting – Continuous (66% of the day)
• Climbing – Never
• Stairs/Ladder – Never
• Bending/Stooping – Never
• Twisting/Turning…