Surgical Scheduler - Vascular - Full Time - 40 Hours

Griffin Health is an independent, not-for-profit healthcare system in Derby, Connecticut, dedicated to person-centered, high-quality care for over 130,000 residents. Anchored by Griffin Hospital-a 160-bed acute care community teaching hospital and Planetree International's flagship facility-Griffin Health emphasizes kindness, respect, and active patient engagement.

Recognized nationally and internationally for clinical excellence, patient satisfaction, and social responsibility, Griffin has earned honors such as Newsweek's "World's Best Hospital" list for the last 5 consecutive years, LOWN Institute's top state ranking for outcomes, and Becker's "100 Best Community Hospitals" designation, as well as Fortune's Magazine's "100 Best Companies to Work For". The organization fosters a supportive, wellness-focused work environment with programs like Griffin AgeLess, empowering caregivers to thrive physically, emotionally, and professionally. Through innovation, community outreach, health education, and food-security initiatives, Griffin Health advances whole-person healing and strengthens the communities it serves.

Griffin's suburban atmosphere offers an easy commute, away from congested cities with easy to find free parking. Employees can also take advantage of generous benefits and wellness programs that add distinct advantage in its employee compensation.

Main Function:

1. Scheduling & Coordination

• Schedule surgical procedures for patients based on provider availability, OR schedules, and patient needs.
• Coordinate with surgeons, anesthesiologists, and nursing staff to confirm surgery dates and times.
• Adjust schedules in case of cancellations, emergencies, or rescheduling requests.

2. Patient Communication

• Contact patients to provide pre-operative instructions, confirm appointments, and answer questions about procedures.
• Notify patients of any changes in scheduling or preparation requirements.
• Serve as a point of contact for patient concerns regarding surgical scheduling.

3. Documentation & Recordkeeping

• Ensure all patient records, consents, and preoperative documentation are complete before surgery.
• Maintain accurate and up-to-date schedules in the EMR or scheduling software.
• Track surgical cases and compile reports for providers or administrative review.

4. Insurance & Authorization

• Verify insurance coverage and obtain necessary pre-authorizations prior to surgery.
• Communicate with insurance providers to resolve coverage issues or claims.

5. Interdepartmental Communication

• Coordinate with pre-op, post-op, and ancillary departments to ensure smooth patient flow.
• Communicate schedule changes to relevant staff and departments promptly.

6. Administrative Support

• Assist with workflow optimization for the surgical team.
• Support providers with any scheduling conflicts, special requests, or patient issues.
• Train and guide other staff in surgical scheduling procedures as needed.

7. Compliance & Quality Control

• Ensure scheduling practices comply with hospital policies, regulatory requirements, and patient safety standards.
• Identify and report any scheduling issues or process inefficiencies to management.

The current MAs will backfill and support administrative duties, which will allow the Surgical Scheduler dedicated time to schedule surgeries efficiently. Additional responsibilities required.

Education Requirements:

• High School Diploma or GED - minimum requirement.
• Post-secondary education (preferred):
• Associate's degree or certificate in medical office administration, healthcare administration, or related field.

Experience Requirements:

• Medical Scheduling Experience:
• 1-3 years of experience scheduling surgical procedures in a hospital, outpatient surgical center, or specialty clinic.
• Knowledge of Surgical Procedures and Insurance:
• Familiarity with pre-authorization requirements, insurance verification, and surgical coding.
• Electronic Medical Record (EMR) Experience:
• Proficiency with EMR systems (e.g., Athena, Epic, Cerner) for scheduling and documentation.
• Communication and Coordination Skills:
• Experience coordinating with surgeons, nurses, anesthesiologists, and patients.
• Ability to provide patient education regarding procedure preparation and post-op instructions.
• Attention to Detail:
• Accuracy in scheduling, verifying insurance, and documenting patient information.