Surgery Scheduler

Company Overview

Urology of Virginia (UVA) has a long history of providing comprehensive and quality care to the entire Hampton Roads region, including northeastern North Carolina. Our clinical care team consists of board-certified urologists, most of whom are fellowship-trained, nationally recognized, awarded, and published. Working in a team-based environment, our mission is to help patients optimize their urological health.

Job Overview

We are looking for a skilled Surgery Scheduler to join our team, responsible for efficiently coordinating surgical procedures, from scheduling surgery dates with hospitals to ensure all necessary pre-operative requirements are met. This role involves proactive communication with patients, collaboration with the Benefit/Auth Team, and meticulous documentation in electronic medical records, demonstrating a commitment to maintaining accurate schedules and providing excellent patient care.

Duties and Responsibilities

Phones:

• Answers telephone within 3 rings in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller
• Checks individual and group voicemail boxes hourly
• Returns calls on the same day
• Leaves no voice messages in the mailbox at the end of the day

Coordinates Surgery:

• Schedule surgery date with the hospital
• Update Qgenda with the surgery
• Work with the Benefit/Auth Team to inform patients of surgical estimates, deposits and obtain insurance authorizations
• Makes sure H&Ps, labs, cultures, diagnostic testing and medical clearances are obtained and up to date and that the results are available for review prior to the surgery date
• Ensure timely scanning of pre-op orders, consents, etc. into the patient EMR.
• Schedule pre-op office visit per physician protocols
• Schedule post-op office appointment
• Call patients 7 days in advance of their surgery to confirm surgery date/time and verify that they have not taken blood thinners

Other:

• Assist patients with signing of consents, explaining orders and any other patient instructions at the time of the hospital work-up visit
• Informs manager and physician of any potential scheduling conflicts or patient complaints/concerns
• Weekly verify surgery in Office Tracker with the hospital scheduling offices to maximize provider’s surgery time
• Notify the Administrative Manager if a surgery has been cancelled and a provider is able to work back into the office
• Admits patient directly to the hospital when needed
• Submit FMLA, disability, work notes and other papers for patients when needed.
• Greet patients in a professional and courteous manner
• Utilizes electronic medical records for documentation and charting all patient information to include but not limited to phone encounters, appointment scheduling, lab results, provider orders, etc
• Accurately maintains the office schedule and calendars. Verifies that Athena, Qgenda and other scheduling tools match
• Maintain the provider’s electronic calendar
• Assist in the training of new employees as needed
• Scan surgery papers into current EMR system
• Perform other duties as requested

• High School Graduate or equivalent
• 1-3 years related surgery scheduling experience and/or secretarial experience
• Strong oral and written communication skills for corresponding with physicians, patients and fellow employees
• Must be able to communicate effectively with individuals at all levels
• Demonstrate the ability to maintain stable performance under stressful conditions
• Must be able to multi-task
• Proficient in typing (65 wpm). Proficient in Microsoft Office Software to include e-mail software
• Proficient in Athena, Connect Care and Epic

Equal employment opportunity for all is a very important philosophy for our practice. We will evaluate all applicants and employees without regard to race, color, religion, national origin, sex, age, non-disqualifying disability, history of military service, genetic information, or any other status protected by law. This policy applies to all employment practices, including, but not limited to, recruitment, employment, assignments, promotions, reassignments or transfers, disciplinary matters, establishment of rates of pay or other compensation, and selection for training programs.