Surgical Scheduler

Rome Health is seeking a Surgical Procedure Scheduler & Authorization Specialist for our Oneida NY location who will be responsible for coordinating all aspects of surgical scheduling, obtaining insurance authorizations, ensuring accurate documentation, and facilitating seamless communication between providers, patients, hospitals, and ancillary departments. This position plays a critical role in optimizing surgical volume, patient satisfaction, and revenue cycle performance through timely scheduling and authorization management.

Essential Duties and Responsibilities

Surgical Scheduling

• Schedule surgical procedures for multiple providers in hospital and ambulatory surgery center settings.


• Complete surgical booking forms accurately, including:


• Coordinate surgical dates with patients, surgeons, anesthesia, hospitals, and operating room staff.


• Schedule pre-operative and post-operative appointments.


• Verify completion of required pre-operative testing and clearances.


• Maintain provider surgical block schedules and optimize utilization.

Insurance Authorizations

• Obtain prior authorizations for surgical procedures, outpatient testing, imaging, and specialty services.


• Verify insurance eligibility and benefits.


• Submit clinical documentation supporting medical necessity.


• Track authorization status and follow up with payers as needed.


• Maintain authorization records and ensure approvals are received before services are rendered.


• Communicate authorization outcomes to patients and clinical staff.

Clinical Documentation & Chart Preparation

• Prepare surgical charts for upcoming procedures.


• Ensure required documentation is completed before scheduling:


• Retrieve operative reports and procedure documentation from electronic medical record systems and archival databases.

Referrals & Care Coordination

• Process outgoing referrals to specialists and ancillary services.


• Coordinate patient care with primary care providers and specialists.


• Ensure referral documentation is complete and transmitted appropriately.


• Track referral completion and patient follow-up.

Patient Communication

• Contact patients regarding:




• Surgical scheduling


• Procedure instructions


• Authorization updates


• Pre-operative requirements


• Appointment reminders




• Provide excellent customer service and address patient concerns professionally.

Qualifications

Education

• High School Diploma or GED required.


• Associate Degree in Healthcare Administration, Medical Office Technology, or related field preferred.

Experience

• Minimum 1 year of medical office experience required.


• Previous surgical scheduling experience strongly preferred.


• Prior authorization experience required.


• Knowledge of insurance verification and payer guidelines preferred.

• Working knowledge of CPT, ICD-10, and medical terminology.


• Ability to prioritize multiple tasks in a fast-paced environment.


• Excellent communication and customer service skills.


• Experience with hospital scheduling systems and electronic medical records.


• Knowledge of pre-operative testing requirements and authorization processes.