Surgical Scheduler - Coastal Virginia Surgery Center

Job Description

Job Description

Make a Difference Every Day at Coastal Virginia Surgery Center!

Step into our state-of-the-art surgical facility in the beautiful city of Newport News, Virginia . At Coastal Virginia Surgery Center , we combine advanced technology with a compassionate, patientfirst approach, delivering exceptional care tailored to each individual we serve.

We’re seeking an organized, detailoriented, and customerfocused Surgical Scheduler to join our team. If you thrive in a fastpaced, collaborative environment where accuracy, communication, and coordination are essential, this is an opportunity to play a critical role in supporting outstanding surgical care.

Overview

The Surgical Scheduler is responsible for scheduling surgical procedures and preoperative appointments in accordance with center policies. This role acts as a key communication hub between patients, physicians, clinical staff, and administrative teams. By ensuring accurate scheduling, clear information flow, and attention to patient needs, the Scheduler supports the smooth operation of the perioperative process and helps maintain an exceptional patient experience.

Essential Duties and Responsibilities

Support of Organizational Standards

• Supports the philosophy, goals, and objectives of Coastal Virginia Surgery Center.
• Performs duties according to approved policies and procedures.
• Functions as an integral member of the perioperative and administrative teams.
• Considers and protects patient rights at all times.

Quality Improvement & Safety

• Participates in the Quality Assessment and Performance Improvement (QAPI) program.
• Supports riskmanagement initiatives and contributes to patient and staff safety.
• Objectively evaluates suggestions, feedback, and process opportunities to enhance operational quality.
• Reports hazards, violations, and noncompliance per facility policy.
• Responds effectively during emergency or urgent situations with composure.

Communication & Collaboration

• Communicates respectfully and professionally with patients, families, physicians, and staff.
• Uses interpreter services when needed to ensure accurate communication.
• Ensures patientprovided information is accurately shared with the appropriate departments.
• Monitors progress of scheduled procedures and maintains awareness of physician availability and patient flow.
• Acts as a liaison between clinical teams, physician practices, and administrative staff for all scheduling matters.

Professional Growth & Education

• Maintains competence through ongoing education, training, and participation in improvement initiatives.
• Attends meetings, inservices, workshops, or conferences as required.
• Seeks new learning experiences and accepts opportunities for increased responsibility.
• Provides input and materials for staff meetings as appropriate.

AgeSpecific & PatientCentered Care

• Interprets agespecific patient needs when gathering preoperative information.
• Considers patient developmental and communication needs when scheduling appointments or answering questions.

Scheduling & Case Coordination

• Schedules surgical procedures and preoperative appointments in accordance with center policies and physician preferences.
• Coordinates timelines with clinical preoperative processes to ensure readiness for the day of surgery.
• Maintains the surgical schedule, balancing physician block time, staffing availability, and equipment needs.
• Identifies scheduling conflicts and adjusts proactively to avoid delays or inefficiencies.
• Provides daily communication to physician schedulers regarding block time, changes, and availability.
• Offers ongoing education to physician offices on the online scheduling portal (Amkail Link).
• Prepares daily surgery schedules for manager review and distributes finalized schedules to appropriate departments.

Documentation & Administrative Responsibilities

• Inputs accurate patient registration and demographic information into the system.
• Alerts the Business Office to incomplete or missing patient information.
• Notifies designated personnel promptly of any schedule changes.
• Ensures required staff and supplies are aligned with each scheduled case.
• Maintains patient confidentiality in accordance with HIPAA and organizational policies.

Other Duties

• Performs additional responsibilities as assigned to support operations and patient care.

Competencies

Intellectual

• Attention to detail, strong data entry accuracy, and ability to synthesize information.
• Effective problemsolving and workflow planning.
• Ability to manage multiple tasks, prioritize, and adapt to changing conditions.

Interpersonal

• Strong customer service orientation and conflictresolution skills.
• Works collaboratively, listens actively, and maintains professionalism.
• Communicates clearly both verbally and in writing.

Organizational

• Demonstrates integrity, reliability, and commitment to organizational values.
• Follows procedures, meets deadlines, and supports operational goals.
• Maintains confidentiality and promotes a respectful, inclusive environment.

SelfManagement

• Adapts to frequent changes or unexpected events.
• Manages competing demands with professionalism and composure.
• Takes initiative, seeks development opportunities, and follows through on commitments.

Language, Math, and Reasoning

• Ability to read and write simple correspondence and relay information clearly.
• Ability to perform basic math functions including rate, ratio, and percentage calculations.
• Applies commonsense understanding to carry out written or oral instructions.

Requirements

Education & Experience

• High school diploma or GED required.
• One year of related scheduling, administrative, or medical office experience preferred; or an equivalent combination of education and experience.

Licensure & Certifications

• Basic Life Support (BLS) certification required.

Computer Skills

• Excellent computer skills in a Microsoft Windows environment.
• Ability to learn and use electronic scheduling and medical record systems.

Physical Requirements

• May occasionally need to lift and/or move up to 50 lbs.
• Regularly required to stand, walk, sit, use hands, reach, talk, and hear.
• May be required to bend, stoop, kneel, or perform repetitive movements.

Work Environment

• Office and clinical environment with moderate noise (computers, phones, printers, foot traffic).