Job Description

Join Our Team as an ENT Surgery Scheduler at North Valley ENT!

Position: ENT Surgery Scheduler

Who We Are:

At North Valley ENT , we are dedicated to providing exceptional healthcare services to our patients. Our team of experienced ENT specialists and healthcare professionals work collaboratively to offer comprehensive and compassionate care. As a Surgery Scheduler , the ideal candidate is a strong communicator, thrives in a fast-paced medical environment, and has experience coordinating surgical procedures, insurance authorizations, and patient support.

Essential Duties and Responsibilities:

• Scheduling & Coordination:

  • Schedule all office-based. ASC, and hospital-based ENT surgeries and procedures per provider orders

  • Verify appropriate CPT and ICD-10 codes match the scheduled procedure

  • Coordinate surgery dates, times, and locations with providers, surgical facilities and patients

  • Confirm surgery details with patients, including arrival time, and transportation needs

  • Obtain required prior authorizations and verify insurance coverage before surgery

  • Work denials for surgery, schedule peer-to-peer

  • Make sure pre-op orders are entered in by Medical Assistants

  • Ensure all surgical documentation is completed and uploaded to the electronic health record (EHR)

  • Coordinate with reports and obtain equipment when necessary

• Patient & Provider Communication:

  • Serve as the main point of contact for patients regarding surgery scheduling, rescheduling, or cancellations

  • Maintain regular communication with providers and clinical staff regarding changes or updates to surgical schedules

  • Coordinate with referring providers, hospitals, and anesthesia teams as needed

  • Handle patient questions and concerns promptly and professionally

• Administrative Duties:

  • Track pending surgeries, authorizations, and pre-op clearances to ensure timely completion

  • Monitor the surgery schedule daily to identify and resolve potential conflicts

  • Maintain accurate logs and reports of scheduled and completed procedures

  • Schedule first follow up appointment

  • Maintain confidentiality and compliance with HIPPA regulations

  • Check voicemails

• Competency: To perform this job successfully, an individual should demonstrate the following competencies:

  • Customer Service: responds promptly to patient and provider needs; always maintains professionalism

  • Attention to Detail: ensures accuracy in scheduling, documentation and communication

  • Problem Solving: identifies and resolves scheduling conflicts efficiently

  • Dependability: follows through on commitments and meets deadlines consistently

  • Teamwork: works collaboratively with providers, clinical, and administrative staff to ensure optimal patient care

• Qualifications:

  • Education: high school diploma or equivalent required

  • Knowledge of medical terminology, CPT/ICD-10 coding, and insurance authorization processes

  • Strong computer and EHR skills

  • Excellent communication, organization, and multitasking abilities

  • Ability to maintain professionalism in high-stress situations

• Physical Requirements:

  • Prolonged periods of sitting and working at a computer

  • Ability to handle a high volume of calls and interactions daily

• Work Environment:

  • Fast-paced medical office environment

  • Direct interaction with patients, providers, and other clinical staff

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