Surgery Scheduler

About the role

Urology 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.

Duties and Responsibilities

• Employee 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 everyone
  • Be Accountable – Consistently reliable and hard-working, demonstrating strong accountability and deep commitment to achieving responsibilities and goals
  • We Before Me – Collaborative team player who steps in to help first and actively encourages teamwork to achieve shared goals
  • Pursue Excellence – Expects, projects, and demonstrates excellence through consistent attention to detail in everything they do
  • Communicate Well – Consistently delivers clear, concise, and professional communication across all interactions
• Answer telephone in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller
• Check individual and group voicemail boxes hourly
• Return calls on the same day
• Leave no voice messages in the mailbox at the end of the day
• Coordinate surgery:
  • Schedule surgery date with the patient, hospital and ASC
  • Work with other physicians for co-surgery cases
  • Update QGenda with the surgery
  • Submit 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 date
  • Ensure timely scanning of pre-op orders, consents, etc. into the patient EMR
  • Schedule pre-op office appointment per physician protocol
  • Schedule post-op office appointment per physician protocol
  • Scan surgery documents into current EMR system
  • If necessary, assist patients with signing consents, explain orders and any other instructions at the time of preop visit or preop call
  • Inform manager and physician of any potential scheduling conflicts or patient complaints/concerns
  • Verify cases weekly in QGenda to maximize physician’s surgery time
  • Notify the Template Group if cases get cancelled and a physician able to work back into the office
  • Admit patients directly to the hospital when needed
• Greet patients in a professional and courteous manner in person and on phone
• Utilize 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 match
• Reschedule office patients or surgery cases if physician schedules vacation, illness, or surgery
• Maintain the physician’s electronic calendar if necessary
• Assist in the training of new employees as needed

Requirements

• High School Graduate or equivalent
• 1–3 years related surgery scheduling experience and/or secretarial experience
• Strong oral and written communication skills for corresponding with physicians, patients and fellow employees
• Must be able to communicate effectively with individuals at all levels
• Demonstrate the ability to maintain stable performance under stressful conditions
• Must be able to multi-task
• Must be willing to learn and open to feedback on performance
• Proficient in typing (65 wpm)
• Proficient in Microsoft Office Software to include e-mail software
• Proficient in Athena, Connect Care and Epic

Pay

$17.75–$22.00 per hour