medical office surgery scheduler

Position Summary

The Surgery Scheduler is responsible for coordinating and scheduling endoscopic and surgical procedures in an efficient, patient-centered manner. This role serves as a critical liaison between patients, physicians, surgery centers, anesthesia, and billing teams to ensure accurate scheduling, timely pre-procedure preparation, and smooth procedural flow.

Key Responsibilities

Scheduling & Coordination

Schedule endoscopic and surgical procedures (EGD, colonoscopy, combined cases, hospital-based procedures, ASC cases)

Coordinate procedure dates/times with physicians, surgery centers, hospitals, and anesthesia teams

Optimize block time utilization and minimize cancellations and gaps

Manage reschedules, cancellations, and urgent add-on cases

Patient Communication

Contact patients promptly after orders are placed

Clearly explain procedure logistics, prep instructions, arrival times, and fasting requirements

Provide written and electronic instructions (email/text/portal)

Answer patient questions regarding scheduling, prep, and next steps

Ensure patients understand financial responsibility and facility expectations

Pre-Procedure Readiness

Verify that all required documentation is complete prior to procedure date:

Orders and indications

PAT clearance (when required)

Insurance authorization and eligibility

Identify potential barriers early to prevent last-minute cancellations

Coordinate with PAT, nursing, and clinical teams as needed

Insurance & Authorization Support

Work closely with the billing and authorization team to ensure procedures are approved

Flag cases requiring prior authorization or special clearance

Communicate changes or delays promptly to patients and providers

Administrative & Workflow Responsibilities

Maintain accurate scheduling records in the EMR

Track procedure volumes, cancellations, and no-shows

Communicate daily and weekly schedules to providers and surgery centers

Assist with workflow improvement initiatives to increase efficiency and patient satisfaction

Qualifications

Required

High school diploma or equivalent

Prior experience in medical scheduling, surgery scheduling, or healthcare administration

Strong organizational and time-management skills

Excellent verbal and written communication skills

Ability to manage high call volume and multiple priorities

Attention to detail and accuracy

Preferred

Experience in gastroenterology, surgery center, or hospital scheduling

Familiarity with EMR systems

Knowledge of insurance authorization processes

Experience coordinating with anesthesia and PAT teams

Key Competencies

Patient-centered communication

Problem-solving and critical thinking

Ability to work independently and as part of a team

Professionalism and discretion with protected health information

Adaptability in a fast-paced clinical environment

Performance Expectations

Timely scheduling following provider orders

Reduction in last-minute cancellations

Accurate and complete documentation

Positive patient feedback regarding scheduling experience

Efficient use of procedure block time

If you’d like, I can:

Tailor this specifically to GI only

Create a remote/virtual version

Add KPIs and metrics (cancellation rate, time-to-schedule)

Align it with your endoscopy charge nurse + PAT workflow

Convert this into a posting for Indeed or LinkedIn

Just tell me how you want to use it.

a remote version

Here’s a remote / virtual version of the Surgery (Procedure) Scheduler job description—optimized for GI, endoscopy centers, and hospital-based procedures, and written so it’s clearly work-from-home eligible.

Remote Surgery / Procedure Scheduler

Location: Remote (U.S.-based)
Practice Type: Gastroenterology / Ambulatory Surgery Center
Employment Type: Full-time (Remote)

Position Summary

The Remote Surgery / Procedure Scheduler is responsible for coordinating and scheduling endoscopic and surgical procedures in a high-volume gastroenterology practice. This role works remotely to ensure accurate scheduling, timely patient communication, insurance readiness, and seamless coordination between patients, providers, surgery centers, anesthesia, and pre-admission testing (PAT) teams.

Key Responsibilities
Scheduling & Coordination

Schedule GI procedures including colonoscopy, EGD, combined procedures, and hospital-based cases

Coordinate procedure dates and times with physicians, ASC partners, hospitals, and anesthesia teams

Optimize physician block time and reduce scheduling gaps and unused slots

Manage cancellations, reschedules, and urgent add-on cases

Maintain real-time accuracy of schedules within the EMR

Patient Communication (Remote)

Contact patients promptly after provider orders are placed

Provide clear verbal and written instructions regarding:

Procedure date and arrival time

Bowel prep and fasting instructions

Facility location and expectations

Communicate via phone, secure messaging, email, and text (as applicable)

Address patient questions in a professional, empathetic manner

Escalate clinical concerns appropriately to nursing staff

Pre-Procedure Readiness & PAT Coordination

Ensure all pre-procedure requirements are completed in advance:

Orders and indications

PAT clearance (when required)

Required labs, imaging, or specialty clearances

Identify and resolve barriers early to avoid last-minute cancellations

Coordinate remotely with nursing, PAT, and anesthesia teams

Insurance & Authorization Support

Collaborate with the billing and authorization team to ensure insurance eligibility and approvals

Identify cases requiring prior authorization and flag promptly

Communicate approval status or delays to patients and providers

Documentation & Workflow

Maintain accurate scheduling and communication documentation in the EMR

Track scheduling metrics including cancellations, no-shows, and lead time to procedure

Communicate daily and weekly procedure schedules to providers and facilities

Participate in workflow optimization initiatives to improve efficiency and patient experience

Qualifications

Required

High school diploma or equivalent

Prior experience in medical, surgical, or procedure scheduling

Strong written and verbal communication skills

Excellent organizational skills and attention to detail

Ability to work independently in a remote environment

Comfortable managing high call volume and multiple priorities

Reliable internet connection and private, HIPAA-compliant workspace

Preferred

Experience in gastroenterology, endoscopy, or ambulatory surgery center scheduling

Familiarity with EMR systems

Knowledge of insurance verification and prior authorization processes

Experience coordinating with PAT and anesthesia teams

Key Competencies

Patient-centered, service-oriented communication

Time management and self-direction

Problem-solving and critical thinking

Professional handling of protected health information (HIPAA)

Adaptability in a fast-paced, remote healthcare environment

Performance Expectations

Timely scheduling following provider orders

Reduction in same-day or last-minute cancellations

Accurate and complete EMR documentation

High patient satisfaction related to scheduling experience

Efficient utilization of provider and ASC block time

Work Environment & Requirements

Fully remote position during standard business hours

Secure access to EMR and scheduling systems

Must maintain confidentiality and HIPAA compliance at all times