Surgery Scheduler

Job Title:                           Surgery Scheduler

Location:                          Urology Center of Iowa

Terms:                              Permanent, Full-Time

FLSA Status:                   Non-Exempt

Department:                   Clinical

Reports To:                      Patient Services Manager         

Last Modified:                4/23/2026

JOB DESCRIPTION

Under general supervision and according to established policies and procedures, the Surgery Scheduler will schedule and advise patients of surgical preoperative and postoperative requirements. Initiates medical clearance appointments ensuring that there is adequate timing of the appointment to minimize disruption to physician’s schedule should a case have to be canceled due to inability to clear patient.  Facilitates scheduling of coordinated surgeries with other physician’s offices and special equipment needs with vendors as necessary.  

ESSENTIAL JOB RESPONSIBILITIES

·       Obtains accurate information from patients and ensures all registration forms are current and complete.

·       Coordinates and schedules surgeries, procedures and follow-up appointments as designated by physicians according to established policies and procedures.

·       Maintains preference guidelines for assigned providers.

·       Prioritizes patient throughput by utilizing comprehensive knowledge of case type, sequencing and operating room resources to ensure optimal utilization and time management.

·       Facilitates scheduling of coordinated surgeries with other physician’s offices.

·       Coordinates arrangements for surgical assistants, special equipment, and surgical materials.

·       Coordinates pre-op assessment and clearance as necessary.

·       Interacts with patients, families, physicians and other staff within the clinic and at outside facilities providing accurate, timely and responsive information.

·       Provides patient with preoperative information sheets to include any required pre-procedural preparation.

·       Coordinates processes and timing as required to meet physician and facility requirements, to include but not limited to, admission orders, H&P, medical clearance, pre-authorization details, pre-op labs and x-rays.

·       Schedules diagnostic therapy and other treatments as requested.

·       Submits patient clinical and financial information to facility assuring appropriate medical records release, if needed.

·       Indexes records in appropriate sections of patient electronic or paper charts.

·        Answers and screens telephone calls in a courteous manner, and document messages for

physician and other personnel in the EMR.

·        Maintains accuracy and productivity levels as established by department standards.

·       Performs, organizes and streamlines operational tasks to reduce the potential for errors.

·       Maintains patient safety and confidentiality at all times.

·       Travels as required.

·       All other duties as assigned by Practice Administrator or department supervisor.

EDUCATION/EXPERIENCE

·       Minimum 1-3 years of relevant medical office experience preferred.  Preference given to those with Urology experience.

·       Experience with insurance preauthorization and patient collections a plus.

·       High school diploma or GED; some college preferred.

COMPETENCIES

·       Standard operation of office equipment including computers, fax machines, copiers, printers, telephones, etc.

·       Ability to work in a fast-paced environment and provide exceptional customer service and phone etiquette.

·       Ability to maintain effective and organized systems to ensure timely patient flow.

·       Working knowledge of medical terminology, CPT-9 and ICD-10 coding and familiarity proficiency in insurance knowledge including verifications.

·       Skill in gathering, interpreting and reporting insurance information.

·       Skill in trouble-shooting insurance issues and resolving appropriately.

·       Computer proficiency and prior experience with Electronic Medical Records preferred.

PHYSICAL REQUIREMENTS

·       Computer entry requiring dexterity.

·       Adequate physical ability including bending and lifting up to 30 pounds and sufficient manual dexterity to perform the requisite healthcare services.

CERTIFICATES AND LICENSES

NONE

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.