Surgery Scheduler

Position Summary

This role is responsible for guiding Urology Austin patients through the scheduling process-whether they are new, returning, or preparing for surgery or a procedure. The Surgery Scheduler ensures all demographic and insurance information is entered with accuracy and care while coordinating schedules in alignment with provider availability. The position plays a key role in delivering a seamless, patient-centered experience that supports high-quality care.

Job Relationships:

Reports to the Shared Services Manager and works closely with Urology Austin medical providers.

Communicates and coordinates regularly with Site Managers, front office teams, clinical staff, billing, and medical records to ensure accurate and timely surgery scheduling.

Collaborates with physicians, peer schedulers, and facility-based scheduling teams to maintain smooth scheduling workflows and strong interdepartmental relationships.

Qualifications

Minimum of one year front office experience in a physician's office, preferably within a surgical practice.

Familiarity with insurance plans, including Medicare and Medicaid.

Strong data entry skills with a focus on speed and accuracy.

Exceptional customer service and communication abilities.

Excellent organizational skills; able to manage multiple physician schedules and coordinate with external facilities.

Proficiency in Microsoft Word, Excel, Outlook, and other scheduling software.

Essential Job Duties

Schedules all surgeries and procedures for assigned physicians based on provider orders, ensuring accuracy in dates, times, and patient demographic and insurance information.

Coordinates post-operative and follow-up appointments as directed by providers or clinical staff.

Verifies insurance coverage and obtains necessary authorizations, pre-determinations, and referrals in a timely manner.

Schedules peer-to-peer calls when required for authorization purposes.

Provides patients with clear instructions regarding surgical preparations, medication management, labs, and pre-/post-operative care.

Communicates patient benefits and estimated financial responsibility prior to the scheduled procedure.

Collects estimated patient responsibility at least two weeks before surgery/procedure or per Urology Austin's financial protocols.

Coordinates with surgical facilities to confirm operating/procedure room time and anesthesia coverage, per facility policies.

Reviews schedules at least two days in advance to identify and resolve any scheduling errors, updates, or issues.

Communicates scheduling concerns or updates to providers and internal team members promptly.

Reports system issues or challenges to the Shared Services Manager.

Uses strong customer service skills to manage patient interactions with professionalism and care.

Provides cross-coverage or administrative support to other areas as needed.

Performs other related duties as assigned.

Physical Demands and Work Environment

The physical and environmental conditions described here represent those commonly encountered while performing the essential functions of this job.

Physical Demands:

• Regularly required to sit, type, talk, and hear.
• Occasional walking, reaching, and lifting or moving objects up to 20 pounds.
• Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus.

Work Environment:

• Hybrid work environment with an office setting with moderate noise.
• Frequent interaction with staff and patients.
• Minimal exposure to communicable diseases.
• May experience periods of stress when dealing with time-sensitive tasks or sensitive situations.