Job Description

Surgery SchedulerUrology of Virginia is dedicated to improving the lives of our patients through exceptional urological care and service. With a long history of serving Hampton Roads and northeastern North Carolina, our team of board-certified urologists and skilled healthcare professionals is committed to providing comprehensive, high-quality care in a compassionate and patient-focused environment.Driven by our Core Values, we are committed to creating a culture of professionalism, teamwork, accountability, and excellence. Every team member contributes to exceptional patient experiences, strong teamwork, and high-quality care.Job OverviewThe Surgery Scheduler is responsible for efficiently coordinating surgical procedures, from scheduling surgery dates with hospitals and ASC to ensuring all necessary preoperative requirements are met. This role involves proactive communication with physicians, 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 ResponsibilitiesEmployee Core Values:People First – Delivers exceptional customer service by putting patients first, approaching challenges with a problem-solving mindset, and consistently demonstrating professionalism, compassion, and respect for everyoneBe Accountable – Consistently reliable and hard-working, demonstrating strong accountability and deep commitment to achieving responsibilities and goalsWe Before Me – Collaborative team player who steps in to help first and actively encourages teamwork to achieve shared goalsPursue Excellence – Expects, projects, and demonstrates excellence through consistent attention to detail in everything they doCommunicate Well – Consistently delivers clear, concise, and professional communication across all interactionsPrimary:Phones:Answer telephone in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the callerCheck individual and group voicemail boxes hourlyReturn calls on the same dayLeave no voice messages in the mailbox at the end of the dayCoordinate surgery:Schedule surgery date with the patient, hospital and ASCWork with other physicians for co-surgery casesUpdate QGenda with the surgerySubmit request to Benefit/Auth Team for authorization.Make sure H&Ps, labs, cultures, diagnostic testing and clearances are obtained and up-to-date and that results are available for review prior to surgery dateEnsure timely scanning of pre-op orders, consents, etc. into the patient EMR.Schedule pre-op office appointment per physician protocolSchedule post-op office appointment per physician protocolScan surgery documents into current EMR systemIf necessary, assist patients with signing consents, explain orders and any other instructions at the time of preop visit or preop callInform manager and physician of any potential scheduling conflicts or patient complaints/concernsVerify cases weekly in QGenda to maximize physician's surgery timeNotify the Template Group if cases get cancelled and a physician able to work back into the officeAdmit patients directly to the hospital when neededGreet patients in a professional and courteous manner in person and on phoneUtilize electronic medical records for documentation and charting of all patient information to include but not limited to phone encounters, appointment scheduling, lab results, physician orders, etc.Accurately maintain the office schedule and all calendars. Verify that Athena, QGenda and other scheduling tools matchReschedule office patients or surgery cases if physician schedules vacation, illness, or surgeryMaintain the physician's electronic calendar if necessaryAssist in the training of new employees as neededPerform other duties as requestedRequired License/Experience/Skills:High School Graduate or equivalent1-3 years related surgery scheduling experience and/or secretarial experienceStrong oral and written communication skills for corresponding with physicians, patients and fellow employeesMust be able to communicate effectively with individuals at all levelsDemonstrate the ability to maintain stable performance under stressful conditionsMust be able to multi-taskMust be willing to learn and open to feedback on performanceProficient in typing (65 wpm). Proficient in Microsoft Office Software to include e-mail softwareProficient in Athena, Connect Care and EpicEqual 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.

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