Office Scheduler and Coordinator - Youngstown Women's Health - PRN

Surgery Scheduler/Prior Authorization Coordinator

The Surgery Scheduler/Prior Authorization Coordinator is responsible for coordinating surgical procedures, obtaining required insurance authorizations, maintaining assigned electronic work queues, and providing front-desk coverage at multiple practice locations. This position serves as a key liaison among patients, providers, hospitals, insurance companies, and clinical staff to ensure timely scheduling, accurate documentation, and a positive patient experience.

Surgical Scheduling

• Coordinate and schedule inpatient and outpatient surgical procedures.
• Communicate with providers, patients, hospitals, and surgical facilities regarding available dates, times, and required documentation.
• Provide patients with preoperative instructions, testing requirements, arrival information, and postoperative appointment details.
• Verify that surgical orders, consent forms, medical clearances, laboratory testing, and other required documentation are completed.
• Schedule postoperative appointments and communicate any changes promptly.
• Maintain accurate surgical schedules and notify the appropriate departments of cancellations or rescheduled procedures.
• Monitor pending surgeries and follow up on incomplete clinical or administrative requirements.

Prior Authorizations and Insurance Verification

• Verify patient insurance coverage and benefits for surgical procedures, diagnostic testing, medications, and other services as assigned.
• Submit complete and accurate prior-authorization requests to insurance companies within required time frames.
• Obtain and document authorization numbers, effective dates, approved services, and insurance correspondence in the electronic medical record.
• Track pending authorizations and follow up with insurance companies to prevent delays or cancellations.
• Communicate authorization denials or barriers to providers and leadership.
• Assist with appeals, peer-to-peer requests, and the submission of additional clinical documentation when necessary.
• Inform patients of authorization status and potential financial responsibilities according to organizational guidelines.

Work queue Management

• Review and maintain assigned electronic health record work queues daily.
• Address scheduling requests, referrals, authorization needs, registration errors, claim-related edits, and other assigned work queue items.
• Ensure work queue items are completed accurately and within established turnaround times.
• Route items requiring clinical review or leadership assistance to the appropriate team member.
• Monitor outstanding items and follow through until resolution.
• Maintain accurate documentation of all actions, communications, and outcomes.

Front-Desk and Multi-Location Support

• Provide front-desk coverage at multiple practice locations based on operational needs.
• Greet and check patients in and out in a courteous and professional manner.
• Verify and update patient demographics, insurance information, consent forms, and required documents.
• Collect copayments and outstanding balances according to organizational policies.
• Schedule and confirm patient appointments.
• Answer and route telephone calls, messages, and patient questions appropriately.
• Scan and index documents into the electronic medical record.
• Assist with referral coordination and medical-record requests.
• Maintain patient confidentiality and provide excellent customer service at all locations.
• Travel between assigned practice locations as required.

Additional Responsibilities

• Work collaboratively with physicians, advanced practice providers, nursing staff, medical assistants, registration staff, hospital departments, and insurance representatives.
• Maintain knowledge of insurance requirements, payer policies, scheduling procedures, and organizational workflows.
• Protect patient information and comply with HIPAA, regulatory requirements, and organizational policies.
• Participate in staff meetings, training, and process-improvement activities.
• Maintain organized records and complete tasks with a high level of accuracy.
• Perform other duties as assigned based on practice and departmental needs.

Required Qualifications

• High school diploma or GED required.
• Previous experience in medical scheduling, surgical scheduling, prior authorization, patient registration, or a medical-office setting preferred.
• Experience using an electronic health record system, preferably Epic, is preferred.
• Knowledge of medical terminology, insurance verification, prior-authorization requirements, and surgical scheduling processes preferred.
• Ability to work at and travel between multiple practice locations.