Vascular Surgery Scheduler

About the role

We are seeking an organized and compassionate Vascular Surgery Scheduler to join our healthcare team. This position maintains the surgery schedule, coordinates patient appointments, handles pre-certification and insurance verification, and provides detailed surgical preparation information to patients.

Schedule

Full-time, 40 hours per week. Monday–Thursday 8:00 am–5:00 pm; Friday 8:00 am–2:00 pm. On-site at Billings Downtown Clinic, Billings, Montana.

Pay

Hourly range: $18.85–$25.61, depending on experience.

Benefits

Benefits eligible. Comprehensive benefits package covering wellness, health, financial security, and engagement programs. Learn more about benefits.

Responsibilities

• Maintain the surgery schedule and provide necessary information to patients and physicians.
• Coordinate, register, and schedule patient appointments according to availability.
• Conduct patient pre‑certification for insurance approval of appointments and medical care.
• Ensure all required pre‑operative tests are scheduled and completed prior to surgery.
• Coordinate equipment orders, room scheduling, pre‑surgery medications, and other procedure logistics.
• Communicate detailed surgery preparation, arrival, and departure instructions to patients.
• Schedule follow‑up appointments as directed by physicians.
• Receive and screen calls regarding date changes, cancellations, and escalate non‑routine issues to the practice manager or physician.
• Greet patients, answer phones, take messages, return calls, and document all interactions in the EMR.
• Schedule patient visits, procedures, diagnostic tests, referrals, and consultations.
• Register patients; confirm, enter, and update demographic and guarantor data.
• Follow patient identification procedures; obtain insurance cards, IDs, and required signatures.
• Verify insurance coordination of benefits, pre‑certification/prior‑authorization, and complete Medicare Secondary Payer questionnaires when applicable.
• Screen for non‑covered services and waiver of liability (ABN) via automated screening at time of service.
• Inform self‑pay patients of liability and prepayment requirements; prepare procedure estimates and calculate advance payments.
• Refer potentially eligible patients to financial counseling or contract eligibility vendors.
• Escalate complex or non‑compliant financial issues to the Clinic Manager or Revenue Service Center.
• Collect patient payments, provide accurate receipts, post payments, reconcile receipts with cash collected, and complete balancing forms.
• Document patient account notes for all interactions and transactions.
• Maintain department and individual work queues and reports as required.
• Prepare medical records for appointments by compiling authorizations and non‑Epic documentation; scan records as required.
• Promote the mission, vision, and values of SCL Health and abide by service behavior standards.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Two (2) years of related experience in a healthcare organization required.

Requirements

• Demonstrated understanding of health insurance, medical costs, and medical terminology.
• Excellent customer service skills, both in person and via telephone.
• Strong communication skills.
• Proficient computer skills.
• Strong work ethic and high level of professionalism.
• Ability to handle multiple projects simultaneously in a fast‑paced environment.
• Regular on‑site attendance during scheduled business hours required.