Surgery Scheduler

General Purpose

Pedes Orange County is a comprehensive vascular and interventional practice with an affiliated ambulatory surgery center serving patients throughout Orange County, CA. We are committed to delivering high-quality, patient-centered care in a collaborative and fast-paced clinical environment.

We are seeking a highly organized, proactive, and compassionate RFA Scheduler to join our team. This full-time position (Monday–Friday) plays a critical role in coordinating radiofrequency ablation (RFA) and other vein procedures within our outpatient vein clinic.

Position Summary

The RFA Scheduler is responsible for managing the procedural workflow from the physician's recommendation through authorization, scheduling, patient preparation, and post-procedure follow-up. The position requires strong organizational skills, attention to detail, excellent patient communication, and the ability to manage a high volume of scheduling and authorization requirements while providing a positive patient experience.

Core Responsibilities

1. RFA Scheduling & Procedure Coordination

•    Coordinate and schedule radiofrequency ablation (RFA) and other vein procedures within the outpatient vein 
• Schedule patients for RFA and other vein procedures according to physician recommendations, treatment plans, and clinic protocols.
• Maintain and update procedure schedules in real time and communicate scheduling changes promptly to patients and clinical staff.
• Coordinate procedure dates, pre-procedure appointments, follow-up visits, and any required diagnostic testing.
• Review physician orders and treatment plans to ensure the appropriate procedure and appointment type are scheduled.
• Manage cancellations, rescheduling, and procedure waitlists as needed.
• Ensure patients are scheduled within appropriate clinical and authorization timeframes.
• Coordinate closely with physicians, nurses, ultrasound technologists, medical assistants, and front-office staff to maintain an efficient procedure schedule.

2. Patient Communication & Education

• Serve as a primary point of contact for patients throughout the scheduling and preparation process.
• Contact patients to schedule RFA and other vein procedures.
• Provide clear and detailed pre-procedure instructions, including arrival time, medications, transportation requirements, and other instructions provided by the clinical team.
• Confirm appointments and communicate any changes or updates to patients.
• Answer routine scheduling questions and direct clinical questions to the appropriate medical staff.
• Address patient concerns with professionalism, compassion, and a high level of customer service.
• Help patients understand the scheduling process and navigate their appointments from consultation through procedure and follow-up.
  

3. Insurance, Authorizations & Compliance

• Coordinate insurance-related requirements to help ensure procedures are authorized prior to treatment.
• Verify patient insurance eligibility and benefits.
• Obtain and review required insurance information and documentation.
• Submit and track prior authorizations for RFA and other procedures when required.
• Follow up with insurance companies regarding pending authorizations.
• Ensure required clinical documentation is available to support medical necessity and payer requirements.
• Communicate authorization status and outstanding requirements to patients and appropriate clinical staff.
• Identify insurance or authorization issues that may affect scheduling and escalate them appropriately.
• Maintain compliance with HIPAA, payer requirements, and clinic policies and procedures.

4. Patient & Pre-Procedure Coordination

• Coordinate all necessary requirements to ensure patients are appropriately prepared for their procedures.
• Coordinate required pre-procedure testing, imaging, consultations, or medical clearances.
• Confirm that required documentation and testing have been completed prior to the scheduled procedure.
• Coordinate with clinical staff regarding any outstanding patient requirements.
• Follow up with patients regarding incomplete testing, documentation, or other pre-procedure requirements.
• Schedule post-procedure follow-up appointments and imaging as directed by the physician.
• Help ensure a smooth transition between consultation, authorization, procedure, and follow-up care.

5. Documentation & Record Management

• Maintain accurate and timely records related to patient scheduling and procedural coordination.
• Maintain accurate and up-to-date procedure schedules.
• Document patient communications, scheduling notes, authorization information, and case details in the EMR.
• Ensure relevant physician orders, authorizations, and supporting documentation are available in the patient's record.
• Track procedural workflows to ensure all required steps are completed.
• Monitor pending cases and follow up on outstanding items to prevent unnecessary scheduling delays.
• Maintain patient confidentiality and ensure all documentation is completed in accordance with clinic policies and regulatory requirements.

Qualifications

Education

• High school diploma required
• Bachelor’s degree in healthcare administration or related field preferred

Experience

• Required:
  • Surgical scheduling experience (ASC, outpatient, and/or hospital setting)
  • Medical scheduling or care coordination experience
  • Authorizations and insurance verification experience

Skills & Competencies

• Strong organizational and time-management skills in a high-volume environment
• Excellent communication and interpersonal abilities
• Ability to manage multiple priorities with attention to detail
• Proficiency in EMR systems and scheduling software
• Understanding of healthcare workflows, insurance, and authorizations
• Bilingual (English/Spanish) preferred

Core Attributes

• Patient-centered and compassionate approach
• Team-oriented with strong collaboration skills
• Adaptable and solution-driven in a fast-paced environment
• Professional demeanor with the ability to handle high-pressure situations

Additional Requirements

• Compliance with all company policies and healthcare regulations
• COVID-19 vaccination (if applicable per current policy)

Note

This job description reflects the essential functions of the role but is not exhaustive. Responsibilities may evolve based on operational needs.