Outpatient Scheduling Coordinator

We’re pleased to showcase a vital role that supports both our patients and care teams! This position is responsible for scheduling and notifying patients of their outpatient services—clearly communicating the date, time, location, and any preparation instructions to ensure a smooth experience. When necessary, the role also involves obtaining prior authorizations from third‑party payors for outpatient tests, procedures, and certain surgeries.

As a liaison between the patient, physician, facility, and insurance provider, this team member plays a key part in coordinating care and helping patients navigate the process with confidence and clarity.

Education/

Experience:

• High School graduate
• Minimum of 2–4 years of experience in a medical secretary/scheduling role or related position

Skills:

• Practical knowledge of neurosurgical procedures and medical office processes
• Demonstrates excellent customer service
• Ability to manage and prioritize multiple tasks in a fast‑paced environment
• Strong problem‑solving, problem prevention, and decision‑making skills
• Ability to convey empathy
• Excellent oral and written communication skills
• Uses good judgment and diplomacy when dealing with others
• Desire and ability to work in a team environment
• Computer proficient with the ability to learn multiple software applications
• Familiar with insurance company requirements
• Ability to work with minimal supervision

Essential Functions:

• Help develop and maintain a corporate culture that supports the mission and values of Mayfield Clinic.
• Initiate and document prior authorization for all third‑party payors for patients undergoing an outpatient test, outpatient procedure, and, in some cases, inpatient procedure.
• Schedule testing (e.g., MRI, MRA, CT) and follow‑up office appointments when requested. Notify patients of scheduled tests, procedures, and visits.
• When assigned scheduled interventional pain procedures and follow‑up office appointments when indicated.
• Record all prior authorization phone calls, documents, and authorization numbers in the surgical worksheet. Scan or copy‑paste online authorizations into the EHR.