Surgery Scheduler - Heart & Vascular Institute

Surgery Scheduler – Heart & Vascular Institute

UPMC Hamot
Full-Time

UPMC Hamot is seeking a Full-Time Surgery Scheduler to join our Heart & Vascular Institute. This role is integral to supporting surgical operations by ensuring efficient coordination and scheduling of patient procedures while delivering exceptional service to patients, providers, and clinical teams.

Experience with appointment and/or surgery scheduling, obtaining and scanning medical records, and insurance authorization is preferred.

• Monday–Friday
• 7:30 AM – 4:00 PM
• Flexibility to adjust hours as needed based on operational needs

Our Cardiology office is recognized as a Certified Comprehensive Cardiac Center by The Joint Commission and the American Heart Association, reflecting our commitment to excellence, quality outcomes, and patient-centered cardiovascular care.

The Surgery Scheduler is responsible for coordinating and scheduling patients for both inpatient and outpatient surgical procedures. This role works closely with surgeons, administrators, and clinical staff to support efficient operations and ensure a seamless experience for patients throughout the scheduling process.

• Work directly with department to troubleshoot procedural and operations issues.
• Coordinate and monitor patient follow-up through the Refract Tracker and EPIC.
• Prepare and forward all necessary admission reservations/requisitions, including demographics and insurance information to hospitals.
• Coordinate cases and communicates with hospital personnel to obtain approval for hospital admissions.
• Discuss and coordinate financial arrangements prior to surgery including the collection of pre-payments.
• Ensure that informed consents are signed.
• Provide patients with pre and postoperative instruction according to service specific guidelines.
• Coordinate patient education seminars and schedules physicians accordingly.
• Collect data for research study.
• Schedule pre-screening exams, diagnostic testing, post-operative appointments and surgical cases for all patients.
• Ensure all billing and insurance information is current and accurate.
• Complete special projects as assigned.
• Act as liaison between patient and referring physicians.
• Obtain pre-certification and/or referral prior to the date of the procedure.
• Coordinate and track internal and external marketing efforts.
• Attend and schedule department meetings.
• Answer and respond to all incoming telephone inquiries regarding surgery and provides educational material, both verbally and through printed materials.

• High school diploma or equivalent required.
• Completion of a medical assisting program or 2-4 years experience in a medical field.
• Proficiency in medical terminology preferred.
• General knowledge of computer software and practice management databases is essential.
• Knowledge of the Epic practice management programs preferred.
• Strong organization, time management and interpersonal skills.
• Tact and diplomacy are necessary in dealing with physicians, patients and their families and other employees.
• Ability to deal compassionately and professionally with patients is essential.
• Work independently and possess sound decision-making skills.
• Knowledge of insurance regulations, specifically Medicare, BC/BS, managed care plans and workers compensation carriers regarding scheduling and approval of surgical procedures.
• Ability to prioritize work demands.
• Ability to consistently maintain confidentiality with regards to all job assignments and related information.
• Access to medications is limited to the distribution of the medication to the nurse.
  
  Licensure, Certifications, and Clearances:
  
• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran