Surgical scheduler

Axia Women's Health http://www.axiawh.com is the nation’s largest community-based, integrated women's health network in the country serving women throughout New Jersey, Pennsylvania, Indiana, and Kentucky. At its core, Axia Women’s Health is a community of over 400 providers across nearly 150 locations committed to providing a more caring, connected, and progressive health care experience for women. Its rapidly growing network spans OB/GYN care, breast health, high-risk pregnancy care, urogynecology care, behavioral health, and fertility. Together, Axia Women's Health puts women first by delivering the personalized care needed for women to lead healthier, happier lives. Axia Women’s Health has been recognized as the #1 Physician Practice for Women’s Health by Castle Connolly and certified as a Great Place to Work for five consecutive years. Learn more at www.axiawh.com.

The Surgical Scheduler is responsible for coordinating and scheduling office-based procedures, surgeries, and hospital or ambulatory surgery center cases while ensuring all necessary pre-operative requirements are completed. This role serves as a key liaison between patients, providers, hospitals, surgical centers, insurance carriers, and vendors to facilitate a seamless surgical experience. The Surgical Scheduler is responsible for obtaining and documenting required patient information, coordinating diagnostic testing and medical clearances, supporting insurance authorization processes, and maintaining accurate records within the electronic medical record (EMR).

Essential Functions:

• Schedule office-based procedures, surgeries, and hospital or surgery center cases using appropriate scheduling protocols and coding.
• Coordinate pre-operative testing, imaging, and medical clearances to ensure patients are prepared for scheduled procedures.
• Verify patient demographic and insurance information and obtain or coordinate required prior authorizations.
• Utilize clinical knowledge to ensure scheduled appointments and procedures align with provider orders and diagnoses.
• Provide patients with detailed instructions regarding procedure preparation, arrival times, and follow-up requirements.
• Complete and maintain accurate documentation in the electronic medical record (EMR).
• Obtain and document informed consent and other required pre-procedure documentation as applicable.
• Schedule post-operative and follow-up appointments at the time procedures are arranged.
• Communicate schedule changes, cancellations, and updates to patients, providers, and clinical staff in a timely manner.
• Coordinate with hospitals, surgical centers, anesthesia groups, and vendors to ensure all equipment, services, and resources are available for scheduled procedures.
• Complete pre-procedure confirmation calls and address patient questions or concerns.
• Assist with FMLA, disability, and related patient paperwork as needed.
• Maintain confidentiality and comply with all HIPAA, organizational, and regulatory requirements.
• Support departmental operations and provide assistance to team members as needed.

Skills:

• Excellent customer service and patient communication skills.
• Strong interpersonal, written, and verbal communication abilities.
• Exceptional organizational and calendar management skills.
• High level of attention to detail and accuracy.
• Proficiency with electronic medical records (EMR) and healthcare scheduling systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong critical thinking and problem-solving skills.
• Ability to work collaboratively with providers, clinical staff, hospitals, and external partners.
• Proficiency with Microsoft Office and standard business applications.
• Positive, professional, and patient-focused approach.

Experience and Education:

• High School Diploma or GED required.
• Minimum of 1 year of healthcare scheduling experience required.
• Experience working within an Electronic Medical Record (EMR) system required.
• Experience interacting with patients, providers, and insurance carriers in a healthcare setting required.
• Previous surgical scheduling experience preferred.
• Experience coordinating insurance verification and prior authorizations preferred.
• OB/GYN or Reproductive Endocrinology & Infertility (REI) experience preferred.
• Experience scheduling procedures within a hospital, ambulatory surgery center, or physician practice environment preferred.
• Additional healthcare administrative training, certification, or related education preferred.

The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Full Time Benefits Summary

• Full time benefit-eligibility beginning the first of the month after hire.
• 401(k) with company match.
• Generous PTO offering with additional time off for volunteering.
• Choice of multiple medical insurance plans to best meet your needs.
• Access to Axia providers at little to no cost through Axia’s medical insurance.
• Axia-paid life insurance, short term and long term disability.
• Free counseling for colleagues and family members, including parents and parents-in-law.
• Access to discount on Hotels, Theme Parks, Gym Memberships, and more through the Great Works Perks Program.
• Additional insurance options including dental, vision, supplemental life insurance, FSA, HSA w/ employer contribution, identity theft, long term care, pet insurance and more!

At Axia Women’s Health, we’re passionate about creating a community where our colleagues and patients feel empowered to be their full, authentic selves. We welcome all individuals – without regards to gender, race, ethnicity, ability, or sexual orientation – and proudly celebrate our individual experiences and differences.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be currently authorized to work in the United States on a full-time basis.