Scheduler

Job Details:

• Job Location: Main Campus - Billings, MT
• Position Type: Full Time
• Education Level: Not Specified
• Salary Range: $19.00 - $26.60 Hourly
• Job Shift: Day
• Job Category: Health Care
• Position Title: Surgical and/or Pain Scheduler
• Supervisor: Senior Director of Clinical Operations and HR
• Supervises: None

Who We Are

We are dedicated to delivering convenient, cost-effective, and high-quality surgical and pain procedure care. Every team member plays a vital role in creating a safe, compassionate, and efficient environment for our patients.

Core Values

• Confidentiality
• Quality
• Teamwork
• Trust
• Respect

Position Overview

As a Surgical and/or Pain Scheduler, you serve as a critical link between physician offices, patients, and the Surgery Center. This position coordinates surgical and pain procedure scheduling, manages documentation, communicates schedule changes, and ensures all necessary records are complete and available to support quality patient care.

Duties and Responsibilities:

Surgical & Pain Procedure Scheduling

• Accurately schedule surgical and pain procedures according to Surgery Center policies and established scheduling guidelines
• Coordinate scheduling requests received from physicians and physician office personnel
• Maintain accurate scheduling records and ensure schedule integrity
• Make timely schedule adjustments, including cancellations, add-on cases, and schedule changes

Documentation & Chart Preparation

• Organize and review documentation required for pain procedure charts, including physician orders, office notes, and diagnostic imaging
• Ensure all required scheduling documentation is complete and available for patient chart preparation
• Enter and maintain accurate documentation in the electronic systems
• Maintain organized records to support efficient patient care and regulatory compliance

Communication & Coordination

• Communicate schedule changes promptly and accurately to physicians, staff, and other affected departments
• Answer telephone calls professionally and courteously
• Take and relay messages accurately and on time
• Serve as a communication liaison between physician offices and the Surgery Center regarding scheduling needs

Patient Education & Information Management

• Mail pain procedure brochures, instructions, and educational materials to patients after scheduling
• Ensure all patient handouts, brochures, and educational materials remain current and up to date
• Support patient understanding of scheduling-related information and procedural preparation requirements

Teamwork & Collaboration

• Work collaboratively with physician offices, Patient Access staff, clinical departments, and leadership
• Attend staff meetings, educational opportunities, and organizational communications
• Contribute to a positive, professional, and team-oriented work environment
• Support organizational goals through effective communication and cooperation

Confidentiality, Compliance & Quality

• Maintain patient confidentiality at all times
• Follow all organizational policies, procedures, and scheduling standards
• Support quality patient care through accurate scheduling and documentation practices
• Demonstrate professionalism and accountability in all interactions

Organization & Flexibility

• Prioritize responsibilities to meet the changing needs of the Surgery Center
• Demonstrate flexibility while managing multiple tasks and competing priorities
• Adapt to schedule changes and operational needs while maintaining accuracy
• Perform other duties as assigned by the Direct Supervisor or Scheduling Lead

Physical Requirements:

While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to walk. The employee is occasionally required to sit, climb, balance, stoop, or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus. Normal hospital environment with exposure to chemical odors, cleaning solvents, and other hazardous materials. Exposure to possible injury when working with electrical equipment and lasers, which requires care and following proper safety procedures.

Bloodborne Pathogens:

Based on the OSHA guidelines for protection against occupational exposure to Hepatitis and HIV, this position is described as Category I. This means the position has exposure to blood and other body fluids. Policies are in place for Universal Precautions, exposure risk identification, and appropriate barrier protection.

The above is intended to describe the general contract and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

Qualifications:

Education, Experience, licensure/certification requirements:

• High School diploma or equivalent
• Demonstrates clerical skills, familiarity with software programs such as Microsoft Office, and ability to alphabetize
• Familiarity with medical terminology is preferred