Surgery Scheduler Manager
23 days ago
Austin
Job DescriptionAbout Urology Austin Urology Austin is one of the largest and most comprehensive urology practices in Central Texas, delivering high-quality, specialty care across multiple service lines. Our teams are committed to clinical excellence, operational consistency, and a patient experience that reflects professionalism, efficiency, and compassion at every touchpoint. Job SummaryUrology Austin is seeking an experienced and highly organized Manager of Surgery Scheduling to lead and oversee all surgical scheduling operations across our multi‑site, high‑volume specialty practice. This role is accountable for the accuracy, timeliness, and coordination of all surgical and procedural scheduling activity across hospital and ambulatory surgery center (ASC) partners. The Surgery Scheduling Manager serves as the operational owner of patient access to surgical care, ensuring that schedules are optimized, payer requirements are met, patient expectations are clearly communicated, and providers are fully supported. This role requires strong leadership, deep understanding of surgical scheduling workflows, payer processes, and exceptional attention to detail in a fast‑paced environment. QualificationsRequired • Minimum of 3-5 years of demonstrated experience overseeing surgical or procedural scheduling, • Experience in a management or lead role strongly preferred, • Excellent customer service, communication, and organizational skills, • Experience managing high‑volume, multi‑facility scheduling operationsPreferred, • Clinical background (RN, LVN, Medical Assistant, or comparable experience), • Experience in urology or surgical specialty practices, • Active Texas clinical licensure, • Proficient knowledge of insurance plans, including Medicare and MedicaidEssential Job DutiesSurgery Scheduling Operations, • Manage the Surgery Scheduling Department, including daily operations, staffing, workflows, and performance., • Oversee end‑to‑end surgical and procedural scheduling, including initial case entry through operative completion and post‑operative follow‑up scheduling., • Accurately and timely schedule procedures/surgeries as directed by Urology Austin providers and clinical staff, including post‑operative and follow‑up appointments., • Coordinate surgical scheduling across multiple hospitals and ASCs, ensuring appropriate operating/procedure room availability, block utilization, and anesthesia coverage per facility requirements., • Review surgery schedules at least two business days in advance to verify accuracy, completeness, assistance coverage, authorizations, and facility requirements; ensure changes are properly communicated and documented., • Add and manage global periods within the practice management system and EMR to ensure visibility across the organization.People Leadership & Workforce Management, • Directly manage Urology Austin surgery schedulers, including both on‑site and remote staff., • Approve timecards, time‑off requests, and staffing adjustments., • Lead hiring, onboarding, training, coaching, performance management, and corrective action in partnership with Human Resources., • Schedule and lead regular Surgery Scheduling Department meetings., • Train new staff on company policies, procedures, workflows, and systems; report training progress and readiness to leadership., • Foster a professional, service‑oriented, detail‑driven team culture.Technology, Systems & Process Improvement, • Ensure accurate and consistent use of the practice management system and EMR for scheduling, documentation, insurance capture, and coordination., • Maintain excellent organizational systems to manage multiple physician schedules concurrently with hospital and ASC partners., • Partner with site managers and IT on system issues, template optimization, and workflow improvements., • Recommend and implement process improvements to enhance efficiency, accuracy, patient experience, and team performance., • Report key trends and metrics to leadership, including scheduling volume, throughput, cancellations, authorization delays, and access constraints., • Complete surgery scheduling projects and initiatives as assigned.Patient Coordination & Financial Readiness, • Communicate directly with patients to explain surgical preparation, instructions, medication management, labs, and pre‑operative and post‑operative expectations., • Clearly communicate patient benefits and estimated financial responsibility to patients or responsible parties., • Collect estimated patient financial responsibility at least two weeks prior to scheduled surgery, in accordance with Urology Austin policies and protocols., • Serve as the primary escalation point for patient concerns related to surgery scheduling and access, utilizing strong customer service principles and service recovery techniques.Insurance Verification & Authorization Oversight, • Ensure accurate verification of insurance coverage for all surgery and procedure patients, including commercial, Medicare, and Medicaid plans., • Oversee and support the timely acquisition of authorizations, referrals, and pre‑determinations to ensure medical necessity, compliance, and prompt payment., • Partner with providers to confirm medical necessity and obtain procedural clearance prior to payer submission.Physical Demands and Work Environment:The physical and environmental conditions described here represent those commonly encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions., • Physical Demands: Regularly required to sit, type, talk, and hear. Occasional walking, reaching, and lifting or moving objects up to 20 pounds. Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus., • Work Environment: Primarily a clinic office setting with moderate noise. Frequent interaction with staff and patients. Minimal exposure to communicable diseases. May experience periods of stress when dealing with time-sensitive tasks or sensitive situations.What Success Looks Like in this Role1. Accurate, timely, and efficient surgery scheduling with minimal disruptions or cancellations 2. High provider confidence and operational trust, 3. Engaged, accountable, and well‑trained scheduling teams, 4. Strong relationships with hospital and ASC partners, 5. Improved patient access, preparedness, and satisfaction Benefits Package • Urology Austin offers a competitive benefits package designed to support your health, well-being, and future. Eligible employees receive:, • Competitive pay, • Medical, dental, and vision insurance, • 401(k) with employer match and profit sharing, • Paid time off and Paid holidays, • Employer covered short- and long-term disability coverage, • Life insurance and flexible spending accounts QZ6bu9422O
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