Job Description

Job Description: Surgery and Outpatient Scheduler.

Position: Full-time.

Office Hours: Monday through Thursday, 8:00 a.m. to 5:00 p.m.; Friday, 8:00 a.m. to 12:00 p.m.

Central Texas Heart Center, PLLC is seeking a full-time, experienced Surgery and Outpatient Scheduler. The Surgery and Outpatient Scheduler will be responsible to ensure efficient surgery scheduling and outpatient testing and/or procedures as ordered by CTHC providers. This position also assists supervisors in maintaining accurate provider schedules for inpatient and outpatient procedures. The Surgery and Outpatient Scheduler will work as part of a healthcare team—including physicians, NP/PAs, and medical assistants—to provide comprehensive care. The scheduler utilizes strong communication skills to ensure hospital inpatient, outpatient, and ambulatory surgeries are scheduled and coordinated accurately and efficiently.

RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities at any time with reasonable accommodation.

• Interviews patients either in person or by phone to ensure information is accurate prior to surgery.
• Schedules patients for hospital inpatient, outpatient, and ambulatory surgeries to ensure appropriate scheduling.
• Schedules and/or assists patients with outpatient diagnostic testing and appointments.
• Completes all necessary forms required by the hospital or ASC and provides all required medical records, CPT/ICD-10 coding for procedures/testing. Ensures the physician has signed all required orders for procedures and/or testing.
• Completes patient instruction forms and appropriate surgical area forms to ensure patients receive follow-up appointments, orders, and prescriptions.
• Schedules or coordinates patients’ pre-operative examinations and lab work (if required) to ensure completion prior to surgery.
• Collaborates with hospital and Ambulatory Surgery Center (ASC) surgery schedulers to ensure efficient utilization of block times and/or available surgery times.
• Requests insurance information from patients to allow for proper billing procedures; collaborates with our insurance department for insurance approval/pre-authorization/pre-certification, or coordinates with Patient Financial Assistance for uninsured patients.
• Schedules Peer-to-Peer reviews with physicians to appeal denied pre-authorizations or pre-determinations for surgery, diagnostic procedures, or diagnostic tests (if needed).
• Contacts patients in cases of non-insurance coverage to inform them of denials for procedures and/or tests.
• Maintains the physicians’ surgery schedules to ensure physicians are informed of surgery times.
• Communicates with patients and families regarding pre-operative and post-operative instructions, ensuring the information is received and understood in a timely manner.
• Notifies physicians, staff, and relevant departments if a case is rescheduled, canceled, or added, ensuring all appropriate parties are informed.
• Regular attendance is required to carry out the essential functions of the position.
• Reviews and meets ongoing competency requirements to maintain the skills, knowledge, and abilities needed to perform role-specific functions within scope.
• Performs other administrative tasks and clinical care as assigned by the supervisor or management.
• Assists with other administrative projects and tasks as needed.
• Performs other duties as assigned by management.

MINIMUM POSITION REQUIREMENTS:

Education & Experience:

College education, high school diploma, or equivalent. Required: Minimum of one year of experience in an outpatient medical clinic or medical office setting performing scheduling for surgery and/or diagnostic testing. Working knowledge of medical terminology, CPT coding, ICD-10 coding, insurance benefits, and experience with EHR systems.

Expectations:

• Attendance and punctuality are required. 
• Must be able to work well with a multidisciplinary team.
• Ability to problem-solve and be self-motivated, with the ability to take direction from providers, supervisors, and administration.
• Must have a commitment to excellence and high standards.
• Must have excellent written and oral communication skills; strong organizational, problem-solving, and analytical abilities. 
• Must be able to multitask, manage priorities, and maintain workflow. 
• Must demonstrate versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm and strong attention to detail. 
• Must be able to operate computer software with training.
• Strong interpersonal skills are required, along with the ability to understand and follow written and verbal instructions. 
• Must be able to work independently with little or no supervision and must be able to interact effectively with a diverse group of individuals at all organizational levels, including patients and external customers.

Benefits:

• Paid Health & Dental Insurance for Employee.
• Vision, Long-Term/Short Term Disability offered.
• 401(k) eligible after one year of employment.
• PTO (120 hours 0-4 yrs and 160 hours 4+ years).
• 8 hours of Personal Day 
• Paid Holidays.

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