Surgery Scheduler, Access Center, UT Health Austin

Job Posting Title:

Surgery Scheduler, Access Center, UT Health Austin

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Jun 30, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Access Center with UT Health Austin at the Dell Medical School is seeking a Surgery Scheduler to join their team. This position requires a high level of attention to detail, excellent communication skills, and the ability to navigate electronic health record (EHR) systems. With a focus on providing exceptional customer service, the Surgery Scheduler plays a critical role in supporting the patient experience and overall operations of the UT Austin Health Access Center.

Purpose

The Surgery Scheduler is responsible for coordinating and scheduling surgical and diagnostic procedures based on provider orders, ensuring timely and efficient care for patients. This role involves close collaboration with healthcare providers, hospital staff, and patients to manage the scheduling of office-based and hospital-based procedures. The Surgery Scheduler ensures all necessary equipment, pre-authorizations, and insurance verifications are in place to support seamless patient care.

Responsibilities

• Procedure Scheduling: Coordinate and schedule ASC-based and hospital procedures, ensuring alignment with provider orders, patient diagnosis, and appropriate time slots. Utilize correct scheduling codes and ensure all necessary tests are scheduled for surgical clearance.

• Facility Coordination: Collaborate with hospital and ASC staff to ensure all necessary equipment, including anesthesia services, are arranged for procedures. Maintain effective communication with hospital staff to ensure smooth patient care processes.

• Insurance and Pre-authorization Management: Confirm insurance details and obtain necessary pre-authorizations for procedures. Manage surgery appointment confirmations, cancellations, and reschedules.

• Patient Financial Responsibility and Payment Collection: Inform patients of their financial responsibilities related to scheduled procedures, including co-pays, deductibles, and out-of-pocket expenses. Ensure patients understand their insurance coverage and payment options. Collect payments as required at the time of scheduling or prior to the procedure, coordinating with billing departments as necessary to ensure timely payment.

• Customer Service: Provide excellent customer service while scheduling and confirming appointments across multiple health services. Educate patients on surgery processes and establish effective working relationships with internal and external care teams.

• Patient Communication: Respond to patient inquiries via phone, patient portal, email, or other electronic methods. Send/share medical records with health plans and surgical facilities, ensuring compliance with UT Health Austin guidelines.

• Data Entry and Management: Update patient information, demographics, and insurance details accurately on surgical order information sent to the hospital. Conduct proactive outreach to patients using established methods.

• Referral Coordination: Manage the referral process for specialty care, ensuring all steps are documented and coordinated with both patients and providers. Maintain clear communication and track progress through the system and external spreadsheets.

• Technology and Systems Proficiency: Utilize OneNote, electronic health records, and other technology tools to ensure accurate and efficient patient scheduling. Meet performance standards such as maintaining a score of 90% or greater on the Quality Performance Review Scorecard.

• Problem Solving and Conflict Resolution: Apply established conflict resolution techniques to address and resolve patient issues, focusing on improving patient outcomes and experiences.

• Compliance and Confidentiality: Follow all UT Health Austin guidelines, maintaining the confidentiality of patient information and adhering to relevant privacy standards.

• Perform other duties as assigned.

Required Qualifications

High school diploma or GED and 7 years of relevant experience in a healthcare setting. Proficiency in Electronic Practice Management systems, including scheduling and general insurance functions. Strong ability to accurately document patient communication, referral detail