Job Description

At ScionHealth , we empower our caregivers to do what they do best. We value every voice by caring deeply for every patient and each other. We show courage by running toward the challenge and we lean into new ideas by embracing curiosity and question asking. Together, we create our culture by living our values in our day-to-day interactions with our patients and teammates.

Job Summary

The Surgical Scheduling Specialist is responsible for coordinating and scheduling surgical and procedural cases for the Operating Room and related departments. This role serves as the liaison among physicians, patients, anesthesia, nursing, and ancillary departments to ensure accurate scheduling, effective communication, and efficient workflow. The Specialist also performs clerical, administrative, and billing support duties including supply management, implant and tissue tracking, and maintenance of surgeon preference cards. By ensuring compliance with hospital policies and protocols, this position supports patient safety, quality of care, and smooth daily operations.

Essential Functions

• Schedule surgical procedures in accordance with hospital and departmental protocols.
• Verify procedure details, patient demographics, insurance coverage, and pre-operative requirements.
• Communicate effectively with physician offices, anesthesia providers, nursing staff, and patients regarding scheduling details.
• Provide patients with pre-operative instructions and ensure all necessary documentation is completed.
• Prepare and organize surgical charts, histories, physicals, and required paperwork.
• Notify departments of scheduled procedures and communicate changes or cancellations promptly.
• Maintain and order supplies for surgical services; monitor inventory and coordinate with Materials Management.
• Manage anesthesia supply/time charges, surgery billing, and implant billing/tracking.
• Maintain tissue tracking and implant documentation in accordance with regulatory requirements.
• Edit and update surgeon preference cards as needed.
• Perform receptionist and clerical duties for the OR, including answering phones, greeting visitors, and providing administrative support.
• Support ongoing quality improvement initiatives and compliance with safety and infection control policies.

Knowledge/Skills/Abilities/Expectations

• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Knowledge of medical terminology, surgical workflows, and hospital protocols.
• Proficiency with scheduling software, order entry, and electronic medical records.
• Ability to work collaboratively with interdisciplinary teams.
• Strong attention to detail, confidentiality, and professionalism.
• Customer-service orientation in interactions with patients and staff.
• Frequent sitting, data entry, talking, and hearing.
• Occasional standing, walking, bending, and lifting up to 20 lbs.
• Prolonged computer and telephone use.
• Standard hospital or clinical office setting.
• Frequent interaction with surgical teams, physicians, patients, and administrative staff.
• Potential exposure to communicable diseases, odors, fumes, and biohazards.

Education

• High School Diploma or equivalent, including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role AND

• Postsecondary (Cert/Diploma/Program Grad) in Medical Secretary or related field (Preferred) 

Licenses/Certifications

• None required.
• Certification in medical office administration or scheduling preferred.

Experience

• Minimum one year of experience in a medical office or healthcare setting required.
• Prior experience in surgery scheduling, operating room administration, or healthcare billing strongly preferred.
• Proficiency with computers, electronic medical records, and scheduling systems required.

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