Surgical Scheduler

Virginia Cancer Specialists, affiliated with McKesson Specialty Health and US Oncology, is seeking an experienced full-time Surgical Scheduler to work at our Cancer Center in Fairfax, Virginia.

About the role

Under direct supervision, responsible for coordinating procedures and surgical services, including but not limited to coordinating with physicians, reserving operating rooms, scheduling anesthesia and surgical assistants, providing pre-operative instructions and testing information to patients, obtaining test results, securing insurance authorization, and communicating surgical details to patients. Follows standard procedures and pre-established guidelines to complete tasks. May help orient and train co-workers.

Responsibilities

• Plans, implements, coordinates, evaluates, and promotes continuity of care consistent with established standards and practices, including verification of allergies and medications as they pertain to surgery.
• Coordinates tasks associated with case scheduling, including completion of all required pre-surgery/procedure tasks based on case type.
• Coordinates and reviews pre-operative appointments with/for the patient, including clearance tests, procedures, and other diagnostic imaging tests as needed.
• Notifies needed representatives of surgery cases (e.g., vendors, first assists).
• Completes and sends H&P, surgical orders, and required documentation to physicians for review/signature.
• Completes and sends all required scheduling documentation and special equipment/supply needs to the surgical facility, including authorization/pending authorization information, consent forms, or clearances.
• May manage “Global Period” alerts in EMR and/or Practice Management System for applicable surgeries.
• Ensures all pertinent documents are scanned into EMR, including signed surgery orders, consents, clearances, authorizations, pathology reports, and OP notes.
• Confirms surgery scheduled date with the patient, facility, anesthesia, and any other vendors.
• Ensures timely and effective acquisition of necessary authorizations and pre-certifications with appropriate CPT and ICD-10 codes for all scheduled procedures and surgeries, acting as a patient advocate and liaison between the patient, payor, office, and facility.
• Ensures any additional appointments are scheduled, either directly or via the Physician clinic scheduler, such as in-office procedures, post-operative, and follow-up appointments.
• Releases any OR blocks with surgical facilities in accordance with stated policy.
• If directed by clinic leadership, administers and processes financial and patient care commitments (with additional staff as appropriate).
• Notifies appropriate personnel of procedures for any prepayment/collection performed.
• Provides contact information for financial questions/concerns.
• Performs other duties as assigned to meet company goals or site/location specifics.

Qualifications

• Core Competencies:
  • Uses technical and functional experience: Possesses up-to-date knowledge of the profession and industry; accesses and uses other expert resources when appropriate.
  • Demonstrates adaptability: Handles day-to-day work challenges confidently; adjusts to multiple demands, shifting priorities, ambiguity, and rapid change; shows resilience in the face of constraints, frustrations, or adversity; demonstrates flexibility.
  • Uses sound judgment: Makes timely, cost-effective, and sound decisions; makes decisions under conditions of uncertainty.
  • Shows work commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them.
  • Commits to quality: Emphasizes the need to deliver quality products and/or services; defines standards for quality and evaluates products, processes, and service against those standards; manages quality; improves efficiencies.
• Working Conditions:
  • Environment: Medical clinic/physician suite with possible exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations, and other conditions common to an oncology/hematology/surgery center.
  • Physical requirements: Requires full range of body motion including manual and finger dexterity, and eye-hand coordination. Occasionally lifts and carries items weighing up to 40 lbs. Requires corrected vision and hearing to normal range.

Benefits

• Medical, dental, and vision coverage
• Paid holidays
• 401(k) retirement plan