Surgery Scheduler

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The University of Miami/UHealth Department of Otolaryngology is curently seeking a full time Surgery Scheduler 2 to work in Miami, FL. The Surgery Scheduler 2 (H) acts as liaison between patients, professional staff, and physicians by scheduling and coordinating all necessary functions for surgical and diagnostic procedures. Further, the Surgery Scheduler 2 (H) acts as source of knowledge for scheduling staff and oversees their functions to ensure accurately and timely scheduling practices.

CORE JOB FUNCTIONS

Obtains pre-authorizations for procedures as required by insurance companies.

Oversees, produces, and distributes all surgical and procedural schedules to physicians and departments.

Collaborates with patients, families, staff, and providers within the office and the greater community to schedule surgeries, pre-op physicals, and testing.

Coordinates with hospitals and vendors for special cases or circumstances.

Identifies ways to streamline surgical scheduling process and provides suggestions to managing staff.

Ensures that electronic systems and scheduling tools are up-to-date and operating smoothly, and immediately contacts appropriate personnel to resolve any issues.

Ensures documentation is complete to support accurate billing of surgical procedures.

Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

High School diploma or equivalent

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

Ability to communicate effectively in both oral and written form.

Skill in completing assignments accurately and with attention to detail.

Ability to process and handle confidential information with discretion.

Ability to work independently and/or in a collaborative environment.

Proficiency in computer software (i.e. Microsoft Office).

DEPARTMENT ADDENDUM

Department Specific Functions

Employee productivity - Demonstrates the ability to strategically manage multiple competing deadlines and requests through effective prioritization and multitasking.

Work queue – Efficiently manages and updates cases received through the in-basket work queue, ensuring timely completion and follow-up.

Auth/Cert - Accurately documents all insurance-related communications in the Authorization/Certification system to keep the hospital informed of case progress.

Insurance Verification & Authorizations – Verifies insurance coverage, submits authorization requests, and obtains approvals within the required 14-day timeframe prior to scheduled procedures.

Pre-Op and Post-Op Appointments – Responsible for scheduling and coordinating all pre-operative and post-operative appointments for each surgical case, including medical clearances and other steps based on the patient's medical condition.

OR Utilization - Ensures optimal use of designated operating rooms assigned to the surgical team. Responsible for releasing unused OR time within specified deadlines to prevent scheduling penalties.

Billing - Verifies that CPT codes used during surgery match the codes approved after the procedure. This must be completed by the next business day to support accurate billing.

Phone Etiquette – Responds to and initiates patient phone calls in a timely and professional manner. All voicemails should be returned within 24–48 hours.

Teamwork / Communication / Documentation - Maintains open communication with peers and physicians to ensure proper OR utilization and equitable room distribution. Accurately documents all patient interactions in the Telephone Encounter. Responsible for preparing documents, managing provider calendars, and sending confirmation and return-to-work letters.

Cross Training – Participates in cross-training to ensure adequate coverage and…