Interventional Platform Scheduler - Full Time, Days

About the role

The Interventional Platform Scheduler performs scheduling and secretarial duties for the Interventional Services Departments. The primary responsibility is to schedule appointments and create procedural cases while collaborating closely with physicians, clinic schedulers, and other team members. This role is part of a centralized scheduling and administrative support team that serves multiple areas and facilities within the Interventional Platform, including the Operating Room, Endoscopy, Cath Lab, and Interventional Radiology departments at both the Pleasanton and Livermore locations, while supporting daily operational activities. Key responsibilities include monitoring schedules, procedure durations, and room utilization; managing centralized surgery and procedure scheduling; verifying insurance authorizations; and coordinating operating room assignments with nurse managers.

Responsibilities

• Schedule surgical and procedural cases; complete case intake and create accurate surgical cases within EMRs scheduling application.
• Monitor scheduling grids, case durations, room availability, block utilization, and closures, coordinate room assignments and changes with charge nurses and management.
• Schedule surgical procedures while ensuring accuracy and resolving equipment, resources, and room conflicts across the Operating Room (OR), GI Lab, Cath Lab, Interventional Radiology, and medical admissions.
• Collaborate with physicians, clinic surgery schedulers, nurse practitioners, anesthesia, and interdisciplinary teams to coordinate and resolve scheduling needs.
• Verify insurance authorizations and ensure all required clinical, diagnostic, coding, and administrative documentation is complete before scheduling.
• Review case-specific requirements, anesthesia needs, equipment availability, and other procedural considerations.
• Maintain physician scheduling readiness by coordinating credentialing, system access, and preference-card updates.
• Communicate schedule changes, delays, cancellations, add-on cases, staffing needs, approvals, and equipment issues promptly to appropriate stakeholders.
• Maintain an accurate, conflict-free surgery schedule and participate in daily look-ahead meetings with the core team.
• Serve as a resource for scheduling processes, grid management, and system utilization.
• Manage patient communications, provide appointment and procedure instructions, and support pre- and post-procedure follow-up as needed.
• Obtain, scan, upload documentation into the EMR.
• Cross-train across scheduling functions, adhere to hospital policies, and identify opportunities for workflow improvement.
• Perform all duties and responsibilities in accordance with the Hospital's C-I-CARE Standards.

Qualifications

Education:

• High school diploma/GED required.
• Medical Terminology preferred.

Experience:

• Minimum of two (2) years of procedural related experience within an ambulatory or acute setting required.
• Minimum of one (1) year of surgery scheduling experience preferred.

Skills

• Proficiency with scheduling and Epic clinical systems, Windows-based applications, Excel, and Word.
• Clear written and verbal communication with patients, physicians, staff, and operational partners.
• Strong customer service, organization, prioritization, problem-solving, and attention to detail.
• Ability to manage high call and case volumes, adapt communication to the audience, and remain calm under pressure.
• Ability to build trusted working relationships and contribute effectively to a collaborative team environment.

Pay

Base Pay Scale: Generally starting at $28.84 - $37.08 per hour. The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.