Surgery Scheduler in Palm Beach Gardens, Florida at Cancer Center of South Florida PLLC

POSITION SUMMARY:

The Surgical Scheduler coordinates all aspects of surgical scheduling and administrative support for the surgical oncology service line. This role serves as the primary liaison between patients, providers, surgical facilities, and multidisciplinary care teams to ensure timely and accurate scheduling of surgical procedures, consultations, and related appointments. Responsibilities include coordinating surgery dates, obtaining required authorizations and clinical documentation, ensuring completion of pre-operative and post-operative requirements, and maintaining accurate documentation in the electronic medical record (EMR). The Surgical Scheduler provides exceptional patient service by facilitating communication, addressing patient inquiries, and supporting seamless coordination of care throughout the surgical journey.

CORE ESSENTIAL RESPONSIBILITIES:

• Schedule hospital and ambulatory surgery center (ASC) procedures, surgeries, consultations, follow-up visits, and related appointments in accordance with provider availability, clinical urgency, and established scheduling protocols.
• Coordinate surgical dates, locations, and procedural details with surgeons, patients, operating room/procedural departments, anesthesia teams, and external facilities to ensure timely and efficient case scheduling.
• Obtain and verify required patient demographics, insurance coverage, referrals, prior authorizations, benefits information, and financial documentation prior to scheduling procedures.
• Ensure all required clinical documentation, medical clearances, diagnostic testing, pathology, imaging, and pre-operative/post-operative orders are completed and appropriately communicated before the date of service to ensure case readiness.
• Provide patients with clear pre-operative and post-operative instructions, including appointment details, arrival times, preparation requirements, and follow-up care information.
• Communicate scheduling changes, cancellations, and urgent updates promptly to patients, providers, and relevant departments to minimize disruptions in surgical operations.
• Maintain accurate, timely documentation in the electronic medical record (EMR) and scheduling systems, including case notes, special instructions, and procedure-related details.
• Collaborate with providers, nursing staff, medical assistants, referral coordinators, financial counselors, and administrative teams to support efficient surgical workflow, operational continuity, and optimal utilization of provider and facility resources.

REQUIRED EDUCATION & EXPERIENCE

• Associate degree in healthcare administration, business administration, or related field preferred; may substitute with 3–5 years of directly related healthcare operations or surgical scheduling experience.
• Minimum of 3 years of experience in a clinical setting required.
• Experience in oncology or specialty care setting preferred.

REQUIRED CERTIFICATES, LICENSE OR REGISTRATION

• None.

REQUIRED KNOWLEDGE, SKILLS OR ABILITIES

• Knowledge of surgical scheduling workflows, including pre-operative and post-operative coordination requirements.
• Working knowledge of insurance verification, referrals, and prior authorization processes.
• Proficiency in electronic medical record (EMR) and scheduling systems.
• Ability to organize and prioritize multiple tasks while maintaining accuracy and meeting deadlines.
• Ability to communicate clearly and professionally with patients, providers, and multidisciplinary teams.
• Ability to identify and resolve scheduling conflicts or escalate issues appropriately.
• Ability to maintain confidentiality and handle sensitive information in accordance with HIPAA and organizational policies.