ASC Scheduler in Colorado Springs, Colorado at Heart And Vascular Partners

We are seeking a highly organized Inventory Specialist who will also serve as a key resource for scheduling patient procedures. In this hybrid role, you will maintain accurate supply and equipment inventory levels while coordinating patient appointments for procedures. The ideal candidate excels at data entry, inventory reconciliation, and patient communication—ensuring clinical teams have the right supplies at the right time and patients are scheduled smoothly.

Key Responsibilities:

Inventory Management

· Monitor and maintain par levels of medical/surgical supplies, implants, instruments, and consumables.

· Perform cycle counts and full physical inventories; reconcile any discrepancies in the inventory system.

· Investigate stock variances, damages, or expiring products; coordinate returns or expedited reorders.

· Collaborate with procurement and clinical staff to forecast supply needs based on scheduled procedures.

· Organize storage areas using FIFO and lean inventory methods to minimize waste and ensure sterility/compliance.

· Generate inventory reports (turnover, backorders, near-expiry) and alert management to potential shortages.

Patient Procedure Scheduling

· Assist with scheduling patient procedures based on physician availability, room capacity, and estimated supply requirements.

· Confirm patient demographics, insurance pre-authorization status, and pre-procedure instructions during scheduling calls.

· Coordinate with nursing and front-desk teams to avoid double-booking and to align procedure times with equipment/device availability from inventory.

· Reschedule or cancel appointments as needed, notifying all relevant departments (including inventory to adjust supply holds).

· Provide patients with clear preparation instructions, arrival times, and post-procedure follow-up information.

· Maintain procedure calendars and generate daily/weekly schedules for clinical staff.

Qualifications

Required:

· High school diploma or equivalent

· 2+ years of experience in inventory control, plus experience scheduling patients or appointments in a medical or clinical setting.

· Proficiency with inventory management software and scheduling/EMR systems.

· Strong attention to detail with the ability to match supply availability to scheduled procedure types.

· Excellent phone and interpersonal communication skills for patient interactions.

· Ability to stand/walk for inventory counts and lift up to 30 lbs occasionally.

Preferred:

· Experience in a hospital, ASC, or large clinic.

· Knowledge of medical terminology and common procedure supply requirements.

Key Competencies

· Multitasking between inventory data and patient scheduling.

· Problem-solving (e.g., reallocating supplies for an urgent add-on procedure).

· Empathy and clarity when speaking with patients.

· Organizational skills to manage shifting procedure times and stock levels.

Work Environment & Schedule

· Clinical/office setting with time spent in supply storage areas.

· Monday–Friday, standard business hours (may vary based on procedure schedules).

· Occasional need to stay late to complete inventory counts or handle last-minute schedule changes.

Physical Requirements

This position requires full range of body motion. While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.

Work Environment

Work is performed in a typical medical clinic and/or business office environment.

Equal Employment Opportunity Statement

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Salary and Benefits

Full time, non-exempt position. Competitive compensation and benefits package to include 401K; full suite of medical, dental, and ancillary benefits; paid time off, and much more.

The statements contained herein are intended to describe the general nature and level of work performed by the ASC Scheduler, but is not a complete list of the responsibilities, duties, or skills required. Other duties may be assigned as business needs dictate. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.