Surgery Scheduling Specialist PRN - Ear, Nose, & Throat Clinic at Vanderbilt University Medical Center

Nashville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Feb, 26

Salary

0.0

Posted On

29 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Medical Scheduling, Healthcare Administration, Customer Service, Interpersonal Skills, Organizational Skills, Attention to Detail, Multitasking, Compassion, Professionalism, Insurance Authorization, Patient Guidance, Surgical Procedures, Communication, Problem Solving, EHR Systems, Equipment Management

Industry

Hospitals and Health Care

Description

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: OTO Non-Clinical Job Summary: The Surgery Scheduling Specialist is responsible for coordinating surgical procedures for multiple surgeons by aligning their availability with operating room schedules and patient preferences. This role ensures all necessary equipment is ordered and available for procedures while also handling insurance prior authorizations. Additionally, the Surgery Scheduling Specialist provides comprehensive patient guidance, walking them step by step through the entire surgical process to ensure a smooth and stress-free experience. This position requires exceptional customer service skills and the ability to deliver difficult news with compassion and professionalism. This is a PRN position, scheduled for approximately 20–25 hours per week. Typical shift hours are 9:00AM to 2:00PM or 10:00 AM to 3:00 PM, with some flexibility based on clinic needs and patient volume. . Key Responsibilities: Schedule Coordination: Manage surgical schedules for multiple surgeons, ensuring efficient use of operating room time. Work closely with physicians, patients, and hospital or surgery center staff to coordinate procedure dates and times. Communicate surgery details, including pre-operative instructions, to patients and family members. Patient Guidance and Education: Serve as the primary point of contact for patients, walking them step by step through the entire surgical process. Provide detailed explanations of pre-operative requirements, including necessary lab work, medication instructions, fasting guidelines, and arrival times. Ensure patients understand post-operative care instructions and follow-up appointment scheduling. Address patient concerns, answer questions, and provide reassurance throughout the process. Deliver difficult news, such as surgery rescheduling, insurance denials, or financial obligations, with empathy and professionalism. Exceptional Customer Service: Maintain a compassionate and patient-centered approach in all interactions. Effectively manage patient expectations and handle stressful situations with professionalism and kindness. Provide emotional support to patients and families who may be anxious or frustrated. Equipment and Supply Management: Order and arrange for all necessary surgical equipment and supplies for multiple surgeons. Coordinate with vendors and hospital supply departments to ensure timely availability of specialized instruments. Verify that all necessary equipment is available prior to the scheduled procedure. Insurance and Authorization Handling: Obtain prior authorizations from insurance companies for scheduled surgical procedures. Gather and submit all required documentation for approval, ensuring compliance with insurance guidelines. Communicate with patients regarding insurance approvals, denials, and any financial obligations. Administrative Support: Maintain accurate records of surgery schedules, authorizations, and equipment orders. Provide exceptional customer service by addressing patient inquiries and concerns regarding their surgery. Collaborate with multiple surgeons and medical staff to handle scheduling conflicts or last-minute changes efficiently. Qualifications: Previous experience in medical scheduling, healthcare administration, or a related field. Experience managing schedules for multiple surgeons or providers preferred. Knowledge of surgical procedures, insurance authorization processes, and medical terminology. Exceptional customer service and interpersonal skills. Strong ability to deliver difficult news in a compassionate and professional manner. Strong organizational skills and attention to detail. Ability to multitask and work efficiently in a fast-paced environment. Proficiency in medical scheduling software and electronic health records (EHR) systems. Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more. At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose. Core Accountabilities: * Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers. Core Capabilities : Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work. Position Qualifications: Responsibilities: Certifications: Work Experience: Relevant Work Experience Experience Level: 2 years Education: High School Diploma or GED Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

Responsibilities

The Surgery Scheduling Specialist coordinates surgical procedures for multiple surgeons, aligning their availability with operating room schedules and patient preferences. This role also involves providing comprehensive patient guidance throughout the surgical process to ensure a smooth experience.