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Surgery Scheduler

Company: Healthcare Partners
Location: Broadway
Posted on: June 25, 2022

Job Description:

$1500 sign on bonus for new hires!

JOB SUMMARY: Under minimal supervision, coordinates and schedules all procedures into the scheduling system for all providers, technicians, rooms and equipment when applicable. Works as a liaison between physicians/office staff, patients and the service department to provide accurate and complete schedules for procedures. Provides instruction to patients regarding procedural preparation. Adheres to the policies of Optum and the Polyclinic and the policies of the department or facility providing service.


Monday - Friday - 40 hours/week, 8:30 AM to 5 PM or 8:00 AM to 4:30 PM


The Polyclinic - Broadway

ESSENTIAL DUTIES & RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment.

40% Scheduling procedures

* Schedules procedures appropriately. May interact with various scheduling tools.
* Fills empty spaces on schedules as cancellations occur from patient waiting list
* Identify scheduling conflicts, notify appropriate people, and rearrange schedules to eliminate conflicts
* Calls patients from specialty referral list to arrange for preventive screenings when applicable.
* Accurately takes basic historical data and documents to facilitate procedural scheduling and follows protocols and guidelines for appropriate procedure/test.
* Communicates patients concerns of change in health status to MD or MA staff.
* Communicates clinical information with other clinic disciplines in regard to procedures. (Anticoagulation clinic, Anesthesia, Hospital, radiology, interpretive services, etc.)
* Assists with patient recalls
* May interact directly with patients, physicians, Optum staff or PEMC staff on a daily basis to schedule and coordinate rooms, equipment, supplies and procedural/testing schedules as well as coordination of billing for appropriate services.
* May perform insurance pre-authorization when applicable
* May submit charges for services rendered when applicable.

40% Patient Education

* Provides established written instructions and instructs patients regarding appropriate procedures on preparations for procedure, medication and dietary restrictions for procedures.
* Instructs patients to proper location for tests.
* Asks appropriate questions regarding insurance/referral needs.
* Reviews paperwork from primary care office to assure patient is appropriately referred for screening or other procedure.
* Reviews medical history with patient before scheduling procedures.
* Determines from basic history information per protocol whether patient may go directly to procedure or will need office consult first.
* Following written parameters, instructs patients on how to alter medications (insulin, Coumadin, etc.) in preparation for procedure.
* Arranges for and verifies interpretive services are available for procedures.

15% Answering telephones and Voice Mail

* Check voice-mail often throughout the day
* Answer phone calls as they come into the department
* Prioritize phone calls and voice-mail
* Communicates with clinical staff regarding urgent phone calls. Gather pertinent information for taking clear, complete telephone encounters (TEs) according to standard work (SW) and direct patient calls to clinical staff according to clinic policy
* Perform patient interviews over the phone for those patients scheduling by phone to make sure they are scheduling at the appropriate facility, and appropriate procedure.

Duties listed below are integrated into all job functions:

* All staff members are to promote a positive and productive work environment by acting maturely and responsibly, satisfactorily performing his or her job responsibilities and conducting themselves in a professional, courteous and respectful manner toward fellow employees, physicians and patients.
* Must relate to other people beyond giving and receiving instructions: (a) get along with co-workers or peers without exhibiting behavioral extreme; (b) perform work activities requiring negotiating, instructing, supervising, persuading or speaking with others; and (c) respond openly and appropriately to feedback regarding performance from a supervisor.
* Performs all duties in a manner which promotes and supports the Core Values and Compact of Optum.
* Integrates Lean principles, practices and tools to improve operational efficiency, reduce costs and increase customer satisfaction.
* Frequently must follow written and oral instructions as well as complete routine tasks independently.
* Completes annual compliance training on HIPAA/Privacy/Confidentiality/Non-Discrimination/Harassment/Integrity Statement and signs Agreements.
* Ensures confidentiality of patient information following HIPAA guidelines and Optum policies.
* Attends training to meet requirements of the job position and as needed or mandated by Optum policies, Div. of Occupational Safety & Health (DOSH), OSHA, L&I and other state/federal regulations.
* Has regular and predictable attendance.


2% performs other duties as assigned.


Knowledge, Skills & Abilities: Note that these requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job.

Knowledge: Some knowledge of CPT, ICD-10 coding practices, medical terminology and anatomy. Basic knowledge of Lean principle and philosophies

Skills: Computer and Microsoft Office Suite applications skills. Legible handwriting. Good detailed organizational skills. Strong professional customer services skills, upbeat and enthusiastic attitude.

Abilities: Able to communicate clearly, concisely. Able to multitask. Able to prioritize. Able to react calmly, professionally and effectively in demanding and/or emergency situations. Ability to establish and maintain effective, positive working relationships with patients, staff and physicians.

Education: High school diploma or GED (preferred) or equivalent experience.

Experience: Some experience or knowledge of insurance/referral authorization and scheduling procedures preferred. Some experience with computer operations including Epic and PHS scheduling programs preferred.

Certificate/License: CPR Certification (updated annually), preferred.

PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job.


While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.


While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; may use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with managers, staff, customers, patients, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive individuals.

TYPICAL WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Typical office conditions and noise level is usually quiet. Interaction with others is busy, constant and occasionally interruptive. Work may be demanding at times. May require ability to work irregular hours.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CONTACT RELATIONSHIPS: Direct and indirect contact with patients, staff, physicians, and external hospital staff.

Other Requirements:

* Full COVID-19 vaccination is an essential requirement of this role. UnitedHealth Group will adhere to all federal, state and local regulations as well as all client requirements and will obtain necessary proof of vaccination prior to employment to ensure compliance.
* UnitedHealth Group requires all new hires and employees to report their COVID-19 vaccination status. Employees must comply with any state and local masking orders. In addition, when in a worksite building, employees are expected to wear a mask in areas where physical distancing cannot be attained.

Job descriptions represent a general outline of job duties, functions and qualifications. They are not intended to be comprehensive in nature. In addition, jobs evolve over time and therefore their description may not reflect the precise nature of the position at a given point in time.

Keywords: Healthcare Partners, Germantown , Surgery Scheduler, Healthcare , Broadway, Maryland

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