Surgery Scheduler

The Surgical Scheduler is responsible for coordinating and managing the scheduling of procedures at the Ambulatory Surgery Center (ASC). This role involves working closely with patients, healthcare providers, and administrative teams to ensure a smooth scheduling process, from initial patient contact to pre-procedure preparations. The Surgical Scheduler will ensure that all required documentation is completed and that patients are prepared both medically and financially for their procedures.

The essential functions include, but are not limited to the following:

• Provide superior customer service in-person, over the phone, and via email when coordinating procedure scheduling with patients.
• Seamlessly guide patients through the scheduling process, coordinating with financial counseling to ensure they are fully prepared for upcoming procedures.
• Schedule all procedures and necessary follow-up appointments in a timely and accurate manner.
• Obtain and process pre-authorizations for medical equipment, such as back braces, and ensure all necessary approvals are in place before the procedure.
• Audit and maintain accurate procedure counts for each office on a daily and monthly basis, ensuring proper tracking of surgeries.
• Collect, organize, and ensure the completion of all necessary documents for procedures, such as Advanced Directives and Billing Policies.
• Maintain up-to-date knowledge of the ASC’s procedure schedule and ensure that patients and providers are well-informed of any changes.
• Collaborate with clinical staff to ensure proper patient flow and communication leading up to surgery.
• Perform other duties as assigned to support the ASC’s operational efficiency.
• Perform other duties as assigned.

• High School Diploma or GED required; no prior experience necessary.
• Preferred minimum of two (2) years of experience working in a pain management clinic or medical office, particularly in an ambulatory surgery center.
• Ability to perform effectively in a high-stress, physically demanding environment.
• Understanding of healthcare regulations, including HIPAA confidentiality and infection control measures.
• Exemplary customer service skills, with the ability to build positive relationships with patients and provide accurate, empathetic support.
• Excellent verbal and written communication skills, with attention to detail when scheduling and handling patient documentation.
• Proficiency in exercising manual dexterity, precision, and accuracy in handling scheduling and patient-related tasks.
• Willingness to travel as needed for the role.
• Basic proficiency in medical terminology and clinical procedures.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. The Surgery Scheduler role involves both physical and mental demands, requiring the ability to stand, sit, or walk for extended periods during patient care and administrative tasks.

The specialist must be capable of lifting and moving objects up to 15 pounds and performing tasks that require manual dexterity, such as typing and handling patient documentation. The position demands precise hand-eye coordination and the ability to perform repetitive movements. The work environment is typically in a medical office or clinical setting, which includes exposure to medical equipment, bodily fluids, and other potentially hazardous materials.

Adherence to strict safety protocols is essential. The specialist may also encounter moderate noise levels and varying temperatures. The role requires resilience to high-stress situations, especially when managing patient emergencies or urgent care needs.

This job description is intended to provide a general overview of the position and its responsibilities. It is not an exhaustive list of all duties, and the Surgery Scheduler may be required to perform additional tasks as needed. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Pain Care reserves the right to modify the job description at any time.