Surgery Scheduler

Since 1966, St. Cloud Ear, Nose & Throat Clinic (SCENT) has proudly served our community as an independently owned specialty clinic in St. Cloud, MN. Guided by our core values—integrity, respect, patient-centered care, teamwork, innovation, open communication, and accountability—we strive to deliver exceptional care every day.

At SCENT, we’re more than a leading ENT clinic; we’re a family. If you thrive in a dynamic, fast-paced environment and bring our core values to life in everything you do, we’d love to welcome you to our team!

Job Summary

The Surgery Scheduler coordinates and maintains accurate surgery schedules for physicians, ensuring the process is both timely and well-organized. This role involves communicating with patients to schedule surgery, completing all necessary documentation, and managing the scheduling process to ensure accuracy and efficiency. This position requires strong attention to detail, organizational skills, and the ability to handle administrative tasks in a fast-paced medical environment.

Hours

Monday through Friday 8:00 AM-5:00 PM

Essential Job Functions 

• Manage surgery scheduling by receiving calls, contacting patients, completing necessary documentation and coordinating with facilities.
• Educate patients regarding their surgery date, facility, restriction and financial/insurance responsibilities. 
• Ensure surgeries are scheduled in an efficient manner to optimize the Physicians’ time. 
• Communicate updates, reminders, and concerns with Physicians.
• Obtain preoperative clearance notes from Primary Care Doctors and required imaging, such as CT scans, for surgery preparation.
• Respond promptly to surgery-related inquiries via phone, returning calls within 24 hours.
• Handle rescheduling requests for surgeries from patients or Physicians and finalize Physicians’ surgery schedules two days in advance.
• Collaborate with surgical facilities to confirm and update surgery schedules, ensuring accuracy and making necessary modifications.
• Attend department and clinic-wide meetings as required and complete daily tasks.
• Adhere to company policies, procedures, the Mission, and Core Values while upholding the standards outlined in the Employee Handbook.

Competencies

• Consistent, reliable attendance is essential for success in this role.
• Outstanding phone etiquette and exceptional customer service skills.
• Ability to multitask effectively in a fast-paced environment.
• A natural curiosity to understand processes and a commitment to improving internal workflows.
• Strong attention to detail and a high level of accuracy.
• Self-assured and professional when interacting with Physicians and patients.
• Excellent communication skills, both verbal and  written.
• Capable of working independently with minimal supervision.
• Adaptable and flexible in responding to shifting priorities and demands
• Must be able to work with and handle Protected Health Information (PHI) in compliance with HIPAA regulations and requirements.

Work Environment

The work is conducted in a shared office setting.

Physical Demands

The position involves long periods of sitting and extended use of a computer.

Travel

No travel is required for this role.

Education and Experience

• A High School Diploma or GED is required; an Associate of Arts degree in a related field is preferred.
• At least one year of experience in a medical facility (e.g., clinic or hospital setting) is required.
• One year of experience in medical appointment or surgery scheduling is preferred.
• Experience with health insurance and Electronic Health Records (EHR) is highly preferred.

Other Requirements

• Ability to pass a criminal background check and complete a Tuberculosis screening.

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. St. Cloud Ear, Nose and Throat Clinic reserves the right to amend and change responsibilities to meet business and organizational needs as necessary. 

St. Cloud Ear, Nose & Throat Clinic has made a commitment to diversity and inclusion in its workforce and is an EEO/AA employer.