Surgery Scheduler Lead

Austin - Radam Clinic, TX
Full Time
Experienced
 
Join our Team
At Urology Austin, we don’t just treat patients, we care for people. Our mission is rooted in compassion, innovation, and teamwork. No matter your role, you’ll be part of a dedicated team that supports one another and makes a meaningful impact every day. If you’re looking for a position where your skills, commitment, and attention to detail truly matter, this is the opportunity for you.
 
Position Summary
The Surgery Scheduler Lead plays a critical role in supporting patient care by ensuring that surgical procedures are scheduled accurately and efficiently. This peer leadership position coordinates daily scheduling operations, mentors team members, and maintains organized workflows and shared tools. By promoting clear communication and consistency, the Lead helps reduce delays, minimize cancellations, and enhance the overall patient experience. The role works closely with Site Managers and the Shared Services Manager to support team development and drive scheduling improvements across the organization.

Reporting to this Position: No direct reports.

Qualifications
  • Minimum one year of physician front office experience, preferably in a surgical practice
  • Basic knowledge of insurance plans, including Medicare and Medicaid
  • Strong working knowledge of scheduling procedures, protocols, and Excel tracking
  • Excellent customer service, communication, and organizational skills
  • Proficiency in Word, Excel, and Outlook
Essential Job Duties
  • Provide peer leadership and daily guidance for surgery schedulers
  • Mentor staff through informal check-ins and coaching
  • Lead onboarding for new hires and deliver a structured training process including reference materials and follow-ups
  • Identify training gaps and collaborate with leadership on updates to scheduler development materials
  • Assign and adjust daily task distribution to ensure appropriate coverage
  • Optimize surgical block usage in coordination with providers
  • Perform scheduling duties during high-volume periods or when coverage gaps arise
  • Maintain and update shared scheduling tools such as Excel trackers to ensure continuity and accuracy
  • Act as the first point of contact for team questions related to protocols, insurance authorizations, IVS forms, pre-payments, and center-specific workflows
  • Serve as a liaison between surgery schedulers, site managers, providers, and surgery centers to improve clarity and reduce escalations
  • Promote consistent follow-up timelines and best practices in patient communications
  • Support development and implementation of standardized scheduling workflows
  • Monitor IVS form compliance, surgery order completion, and other documentation checkpoints
  • Maintain a vacation/PTO calendar for the scheduling team and coordinate backup coverage
  • Ensure shared documentation is current to allow seamless handoff during absences
  • Participate in routine audit and quality improvement reviews of scheduling procedures
  • Perform other job-related duties as assigned
Physical Demands and Work Environment:
The physical and environmental conditions described here represent those commonly encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.
  • Physical Demands: Regularly required to sit, type, talk, and hear. Occasional walking, reaching, and lifting or moving objects up to 20 pounds. Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus.
  • Work Environment: Primarily a clinic office setting with moderate noise. Frequent interaction with staff and patients. Minimal exposure to communicable diseases. May experience periods of stress when dealing with time-sensitive tasks or sensitive situations.
Benefits Package
Urology Austin offers a competitive benefits package designed to support your health, well-being, and future. Eligible employees receive:
  • Medical, dental, and vision insurance
  • 401(k) with employer match and profit sharing
  • Paid time off and paid holidays
  • Short- and long-term disability coverage
  • Life insurance and flexible spending accounts
  • No weekends or holiday shifts
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