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Surgery/Procedure Scheduler

1 day ago

Muskegon, Michigan, United States Orthopaedic Associates of Muskegon Full time


Do you thrive in a fast-paced environment while managing complex schedules and shifting priorities with accuracy and focus? Are you highly detail-oriented and accurate, with the ability to track numerous moving parts and ensure nothing is missed throughout the scheduling process? If so, we are looking for someone just like you to join our Scheduling team

WHAT SETS OAM + i'move APART

On the Scheduling team, we're unique because surgery/procedure scheduling is relationship-driven. Each scheduler partners with a dedicated group of physicians and works closely with nurses, office schedulers, and facilities to coordinate seamless care. You serve as the patient's primary point of contact—guiding them from scheduling through post-op—while playing a direct role in their journey to healing.

OAM + i'move is committed to our employees' well-being, work-life balance, and career growth. We offer competitive pay, great PTO, a complete benefits package with several coverages at no cost to the employee, and a schedule with weekends usually on a voluntary basis and many paid holidays off. Joining our team means working alongside fellowship-trained orthopaedic physicians who are leaders in their field. After a year qualifying employees join our 401k plan to which OAM makes a 3% safe harbor and discretionary profit-sharing contribution. Our benefits offerings include: 4 Priority Health medical plans with HSA and FSA options, Delta Dental, VSP Vision, Pet, and Identity Theft insurance. Also offered at no cost to you: Short-Term and Long-Term Disability and Life Insurance.

ABOUT THE POSITION

OAM + i'move is seeking a Surgery/Procedure Scheduler to join our Scheduling team. The Surgery/Procedure Scheduler is a highly organized, detail-oriented, and dependable professional who plays a vital role in ensuring a seamless and positive patient experience at OAM. This position requires exceptional communication skills, the ability to work independently while collaborating effectively with physicians, clinical staff, and external partners, and a strong commitment to accuracy and efficiency.

The ideal Surgery/Procedure Scheduler maintains composure and precision in a fast-paced orthopaedic environment, successfully managing frequent changes, competing priorities, and time-sensitive scheduling demands. This role is essential to keeping surgical operations running smoothly while supporting high-quality patient care through proactive coordination and clear communication.

ABOUT OAM + i'move

OAM + i'move is committed to providing quality health care to all patients compassionately, responsibly, and efficiently with uncompromising integrity. Everyone at OAM + i'move is committed to achieving service excellence through our standards of behavior: teamwork, courtesy, customer service, communication with mindfulness of etiquette, appearance/ environment, professionalism, confidentiality, and safety. We seek to reflect the diverse community we serve and be a welcoming, inclusive space for all.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Schedule all inpatient, outpatient, and office-based surgical procedures (including Select Nerve Root Injections) while considering case priorities and patient- or equipment-specific needs
  • Coordinate surgery schedules for all physicians with hospitals, surgery centers, co-surgeons or assisting physicians, office schedules, and all other parties affected by the surgery schedule
  • Coordinate activities to support effective and efficient patient flow within the surgery area
  • Process all surgical order forms, including preoperative lab work per RN pre-surgical work-up and procedure protocols, specialty testing or prep requirements, and ordering specialty surgical equipment through hospitals or vendor representatives
  • Notify Primary Care Physicians of scheduled surgery dates
  • Collaborate closely with internal teams to ensure surgical orders are complete and accurate, required authorizations are obtained prior to surgery, and all patient information is sent to the appropriate surgical facility
  • Maximize utilization of all available surgical block time within the facility
  • Prepare accurate final surgery schedules with accompanying materials for timely distribution
  • Provide immediate notification of any changes to the surgery schedule to all affected parties
  • Deliver concise, clear, and accurate preoperative instructions to patients
  • Answer incoming phone calls and provide appropriate information in a timely manner
  • Provide excellent, compassionate customer service to all patients
  • Attend required educational meetings
  • Attend staff meetings or meetings with Administration as required
  • Perform additional job-related duties as assigned
  • Demonstrate understanding of surgical procedures and case length to prevent scheduling gaps and appropriately account for case complexity

Requirements
  • Skills & Competencies: Advanced computer skills with the ability to accurately manage electronic systems; excellent organizational, communication, and telephone etiquette skills; strong attention to detail with a high level of accuracy; effective problem-solving and decision-making abilities; flexible, team-oriented approach with the ability to adapt in a fast-paced environment; professional demeanor with the ability to promote a positive and favorable image with physicians, patients, insurance companies, and the public.
  • Education & Experience: High school diploma required; knowledge of medical terminology; working knowledge of CPT and ICD-9 coding; insurance background and understanding of authorization processes; strong medical background with prior experience in a healthcare setting; previous surgery scheduling experience preferred.
  • Physical Requirements: Ability to perform sustained computer and telephone work; capacity to manage multiple tasks simultaneously in a fast-paced clinical environment; ability to sit, stand, and move around the clinic throughout the workday; occasional lifting of office supplies, up to 25 pounds; ability to work under pressure, adapt to frequent changes, and maintain accuracy and composure.