Surgery Scheduler, Access Center, UT Health Austin

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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.

High school diploma or GED and 5 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 details, and clinical chart notes. Professional verbal and written communication skills. Exceptional customer service skills, including phone etiquette and the ability to anticipate and address the needs of internal and external customers. Knowledge of medical terminology and the ability to interpret basic medical information. Ability to maintain confidentiality of medical and personal information in accordance with HIPAA and other privacy regulations. Ability to read and interpret physician orders, operating instructions, and physician protocols. Experience working in fast-paced environments with the ability to prioritize tasks, multitask, and follow directions. Capability to use judgment and experience to plan and accomplish goals in patient care coordination.

Relevant education and experience may be substituted as appropriate.

Experience as a Surgery Scheduler or in a role directly related to surgical or procedural scheduling. Familiarity with scheduling software specific to surgery or procedural settings (e.g., Cerner, Epic OpTime, or other surgery scheduling modules). Experience coordinating with hospital departments such as anesthesia, operating rooms, and medical device teams for surgical procedures. Knowledge of pre-operative and post-operative protocols, including scheduling of diagnostic tests, imaging, and surgical clearance. Experience handling surgical insurance authorizations and understanding payer requirements for various procedures. Ability to communicate complex surgical preparation instructions to patients and families in a clear, empathetic manner. Experience in managing high-volume, multi-specialty surgical scheduling across office-based, ambulatory surgery centers (ASCs), and hospital settings. Familiarity with coordinating operating room availability, equipment needs, and specialized staff (e.g., anesthesiologists, surgical techs). Knowledge of surgical coding (CPT, ICD-10) and familiarity with relevant documentation for accurate scheduling and billing. Proven track record of managing urgent and emergent surgical cases, including rescheduling, cancellations, and addressing last-minute changes. Bilingual in English and Spanish. Strong organizational skills and attention to detail in tracking and updating surgery schedules across multiple platforms.

$46,500+ depending on qualifications

• Work in standard office environment

• Repetitive use of a keyboard

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.