Surgery Scheduling Supervisor

Overview

The Surgery Scheduling Supervisor oversees all aspects of surgical scheduling to ensure efficient workflow, timely patient care, and complete compliance with clinical and administrative requirements. This role coordinates with surgeons, facilities, and patients, supervises scheduling processes, and ensures all pre-operative documentation is accurate and complete.

• Scheduling Management
  • Oversee scheduling of elective and urgent surgeries within required time frames.
  • Ensure all procedures are scheduled at the correct facility based on insurance, patient acuity, and surgeon preference.
  • Adjust schedules for cancellations, additions, emergencies, and same-day cases.
• Patient Communication & Coordination
  • Provide patients with surgery dates, locations, check-in times, and pre-operative instructions.
  • Confirm appointments with patients the day before surgery.
  • Review required pre-op testing needs such as EKGs and lab work and coordinate patient compliance.
• Pre-Op Documentation & Clearances
  • Verify and obtain necessary test results, including EKGs, lab results, clearances, and IOL calculations.
  • Ensure all documents are scanned, organized, and filed accurately in the designated system.
• Surgical Chart Preparation
  • Ensure all notes, test results, imaging, and IOL data are included in charts prior to surgery.
  • Communicate case details to surgeons, especially when the ordering provider differs from the surgeon.
• Facility & Provider Coordination
  • Send intake forms and documentation to hospitals and surgery centers.
  • Maintain a monthly schedule for physicians, assistant surgeons, and facilities.
  • Ensure appropriate assistant surgeons are assigned to cases.
• Specialty Case Oversight (Tumor Patients)
  • Schedule tumor surgeries within appropriate timelines.
  • Coordinate MRI/CT imaging and transmit required information to UCSF or related facilities.
  • Review pre-op and post-op instructions with patients.
  • Obtain and properly handle biopsy specimens for gene analysis.
• Quality Assurance & Compliance
  • Monitor adherence to scheduling policies and timelines.
  • Maintain accurate, up-to-date documentation for all surgeries.
  • Support continuous workflow improvements across the scheduling department.
• Supervise the Surgery Scheduling Team
  • Manage daily office operations and workflow.
  • Supervise administrative support staff, including hiring, disciplinary actions, and resolving issues.
  • Address patient concerns or direct them to the appropriate personnel.
  • Foster a collaborative, team-focused environment for staff and providers.
  • Approve and coordinate vacation and sick leave to ensure adequate coverage.
  • Oversee staff management of physician schedules and templates.
  • Work with Surgery Pre-visit to enhance insurance authorization workflows.
  • Collaborate with managers across departments on cross-divisional projects.
  • Plan, lead, and document staff meetings.