Surgical Scheduler at Winchester Cardiology and Vascular Medicine PC

The Surgical Scheduler supports the coordination of patient care by assisting in the scheduling of surgical and procedural cases for the physicians of Winchester Cardiology and Vascular Medicine. This position ensures that each patient’s procedure is accurately scheduled, pre-admission and ancillary testing are properly arranged, and all required information is communicated to patients, physicians, and hospital staff. The Surgical Scheduler promotes an efficient scheduling process that supports timely patient care, physician productivity, and a positive experience for all involved.

Essential Duties and Responsibilities

• Establishes and monitors detailed calendars for each physician and uses this information to efficiently schedule all cases, maximizing time utilization for physicians.
• Makes every effort to schedule cases within the physician’s preferred timeframes. If unable to do so due to urgency or case specifics, collaborates with management and/or the physician to determine an appropriate compromise.
• Schedules procedures with the Heart and Vascular Center.
• Schedules all pre-admission testing for the department, coordinating all pre-procedure and ancillary testing.
• Assists in scheduling urgent and emergent procedures.
• Arranges for pre-certification with third-party payers when necessary.
• Maintains a thorough understanding of the procedure schedule, physician sub-specialty, physician availability, and any other important information that affects the scheduling of patient procedures.
• Sends appointment letters (including copies to referring providers), with detailed instructions and prescription information if applicable, as well as appointment cards to patients.
• May be required to communicate with referring physician offices to notify them of clinic appointments versus procedure appointments.
• Continuously monitors and reviews specific procedure lengths to optimize Physician scheduling.
• Confirms patient procedures with clinical team members.
• Coordinates with various clinics and internal clinical team members to meet procedure scheduling needs.
• Collaborates with the Heart and Vascular Center to reduce the clinic backlog by prioritizing urgent procedures as determined by the Clinical Staff.
• Works closely with Clinic Management and team members to manage procedure requests.
• Works with clinical team members to order necessary prescriptions for pre-procedure requirements and relay pertinent instructions.
• Contacts patients to remind them of appointments, speak directly with the patient, and confirm intent to attend.
• Ensures all paperwork is accurately completed and scanned into EPIC, including outside testing results.
• Maintains thorough, organized records and documentation in EPIC.
• Flags abnormal test results that may impact a scheduled procedure and consults with appropriate clinical team members for further guidance.
• Assists with pre-certification to confirm that all insurance and clinical documentation are accurate and complete.
• Notifies physicians if procedures are denied by insurance and provides support with appeals or alternative solutions.
• Coordinate physician and insurance availability to speak and discuss overriding a denial in lieu of a peer-to-peer request.
• Works with all applicable parties, such as the physician, clinical team, referring physician's office, and patient, to achieve a 100% procedure attendance rate.
• If procedures are canceled, proactively reschedule cases to ensure schedules remain full.
• Monitors test orders in EPIC to keep the procedure queue current.
• Refers patients requesting financial assistance to the Patient Accounts Specialist.
• Provides patients with clear directions to the testing site.
• Serves as a backup to front desk operations and assists as a Patient Access Specialist as needed/requested.

Schedule

• Monday through Friday, 8:00 AM to 4:30 PM.

Benefits

At Winchester Cardiology and Vascular Medicine, we value our employees and offer a comprehensive benefits package designed to support your well-being, work-life balance, and financial future. Our benefits include:

• Affordable Health Coverage – Choose from medical, dental, and vision insurance plans with low premiums. We also offer medical insurance options at no cost to the employee.
• Generous Paid Time Off (PTO) – Accrue 3+ weeks of PTO per year.
• Paid Holidays & Extra Time Off – Receive 7 paid holidays and 2 additional half-days.
• 401(k) Retirement Plan – Receive an annual employer contribution to your 401(k).
• Exclusive Employee Perks Program – Access savings on thousands of items, including concert tickets, amusement parks, travel, retail discounts, and more!
• Supplemental Health Coverage – Additional coverage options are available to customize your benefits package and provide extra financial protection.

Qualifications

• High school diploma or equivalent.
• Previous experience in a medical office, clinic, or healthcare setting preferred.
• Strong verbal and written communication skills with a commitment to providing inclusive, patient-centered service.
• Knowledge of medical terminology and administrative procedures is a plus.
• Proficiency in using computers, scheduling systems, and office equipment.
• Ability to multitask in a fast-paced environment while maintaining accuracy and professionalism.
• Demonstrated ability to work effectively as part of a team and independently.
• Ability to lift and carry up to 15 pounds.
• Strong understanding of HIPAA guidelines with the ability to maintain strict confidentiality and privacy of patient information.

All employees of Winchester Cardiology and Vascular Medicine P.C. are required to comply with company protocols regarding COVID-19 and other infectious diseases. This includes adherence to vaccination policies, safety measures, and any additional health protocols established to protect the well-being of patients, staff, and the community.

At Winchester Cardiology, we are committed to maintaining a diverse and inclusive workplace where all employees are treated with respect. We are an Equal Opportunity Employer and consider all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. In line with this commitment, we provide reasonable accommodations for individuals with disabilities to ensure equal opportunity in the application and interview process. Please contact us at [email protected] to request an accommodation.