Surgical Scheduler in Pennington, New Jersey at Princeton Orthopaedic Associates

Job Title: Surgical Scheduler

Work Type: Full-Time | Exempt

Location: Pennington, NJ, On-Site Five Days

Salary Range: $21.50 - $27.00 per hour

Practice Introduction

Princeton Orthopaedic Associates (POA), a division of OrthoNJ, is a Community of Extraordinary Care professionals serving Central New Jersey since 1974. With 28 physicians, including 18 Orthopaedic surgeons, across 7 office locations, urgent care centers, and surgical center, POA operates as an outcome-focused orthopaedic practice that combines extraordinary talent, advanced techniques, and cutting-edge tools with compassionate service. As part of New Jersey's largest independent orthopaedic group practice, POA physicians work collaboratively to provide personalized, patient-centered care while maintaining the values and autonomy of the private practice model.

Princeton Orthopaedic Associates is built on a foundation of compassion, patient focus, quality, collaboration, honesty, and excellence. We are a community where every team member—regardless of role—is expected to embody these values in their daily work, hold themselves and colleagues accountable to high standards, and speak up when behavior falls short of our expectations. We foster a culture of continuous improvement where feedback is welcomed, mistakes become learning opportunities, and successes are celebrated together. As a member of our team, you'll be expected to contribute ideas, mentor new colleagues, and actively participate in creating an environment where both patients and staff thrive.

If you are a master of organization who thrives in a fast-paced environment and possesses a passion for concierge-level patient care, we want to meet you. Princeton Orthopaedic Associates, a division of OrthoNJ LLC, is searching for an experienced Surgical Scheduler to elevate our exceptional team of professionals!

Imagine yourself at the heart of our operations, orchestrating a concierge-level surgical scheduling experience that leaves patients feeling supported and confident. As the pivotal link in our practice, you will seamlessly coordinate all aspects of the surgical journey for our orthopaedic patients. You will be responsible for managing complex surgical calendars alongside physician schedules and acting as the crucial liaison between physicians, patients, insurance providers, and surgical facilities.

We're looking for someone who brings not only 2-3 years of preferred prior surgical scheduling experience but also a solid grasp of diverse insurance plans and a strong command of medical terminology. If you're ready to bring your expertise to a dynamic environment where your contributions are valued and celebrated, then this is the opportunity you've been waiting for!

Key Responsibilities

• Must be organized and able to work in a fast paced, high-volume environment with excellent follow-through
• General understanding of the organization, functions, policies and procedures of the department, and the inter-relationship with the hospitals/ASCs where our physicians operate and the ability to apply that knowledge to the work of the office
• Manage the surgeon’s calendar, balancing office hours with the operating room (OR) block times at hospitals and Ambulatory Surgery Centers (ASC) according to office protocols
• Book OR time and communicate specific requests or needs to the facility staff
• Schedule “pre-op” and “post-op” visits, blood work, EKGs, and any necessary imaging (MRI/CT)
• Organizes, reschedules and updates changes made to schedules
• Provides follow-up calls to patients and provides rescheduled dates and times
• Coordinates open clinic times when physician does not have scheduled surgical cases
• Documents all procedures scheduled accurately and according to department protocols
• Ensures accurate coordination of authorizations prior to scheduled procedures
• Collaborates with department staff and providers to ensure all necessary equipment and/or vendors are requested
• Follow up with primary care doctors or cardiologists to ensure the patient is "cleared" for anesthesia
• Explain out-of-pocket costs, deductibles, and co-pays to patients clearly and empathetically
• Ensure correct CPT and ICD-10 codes are used for scheduling and billing accuracy
• Coordinate post-operative physical therapy and durable medical equipment (DME) like braces or crutches
• Ability to work well with others and collaborate across the organization to achieve goals
• Facilitates transfer of patients for appropriate services when needed
• Provides treatment instructions other related information, as needed
• Handles messages for multiple physicians
• Performs other departmental support as assigned

Required Skills/Abilities

• Knowledge of medical office best practices
• Strong understanding of orthopaedic anatomy and surgical terminology
• Extensive knowledge of surgical scheduling
• Excellent interpersonal, verbal and written communication skills with an advanced ability to communicate professionally and effectively with physicians and administrative staff and patients
• Flexible, personable, extremely organized and detail-oriented individual with the ability to interface with a heavy patient volume
• Ability to handle stressed patients with patience and clarity
• High accuracy in data entry to prevent surgical delays or denials
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office Suite or related software
• Proficiency in medical EMR systems

Experience / Qualifications

• At least 2-3 years of previous experience is required (orthopaedics preferred)
• Familiarity with medical billing and coding practices is highly desirable
• Proficiency in using Microsoft Office Suite and phone systems is essential
• Experience with health information, worker’s comp, motor vehicles, and customer service will be beneficial

Compensation & Benefits

OrthoNJ, LLC is required by New Jersey law to disclose the compensation range for this position. The hiring range for this role is $21.50-$27.00 per hour. Compensation is determined based on several factors, including but not limited to the candidate’s qualifications, relevant experience, and geographic location. Certain roles may also be eligible for additional compensation, such as bonuses or incentive pay, as well as benefits. Eligible full-time employees are offered a comprehensive benefits package, which may include paid time off, medical, dental, vision, and a retirement plan.

Full Time Benefits Summary

• Medical Insurance
• Dental, Vision, Life Insurance (Voluntary Options)
• Paid Time Off, Paid Holiday Time
• Flexible Spending Accounts
• 401k

EEO Disclosure

POA, as a member organization of OrthoNJ, is strongly committed to creating and preserving equal opportunity for all employees and applicants. We make all employment decisions – including recruitment, hiring, compensation, training, promotion, transfer, discipline, dismissal from employment, and other personnel matters – without regard to actual or perceived race, color, ancestry, religion, sex, national origin, age, disability, protected veteran status, marital status, sexual orientation, genetic information, citizenship, gender identity and expression, parental status, or other legally protected characteristics or conduct.