Medical Assistant Scheduler, Vascular/Vein

POSITION SUMMARY  

The Medical Assistant Scheduler for the Vascular and Vein service line plays a vital role in coordinating patient care, combining administrative scheduling expertise with clinical support duties. This position is responsible for scheduling vascular surgeries and procedures, obtaining insurance authorizations, and ensuring timely communication between patients, providers, and external facilities. The MA Scheduler also assists with in-office vascular procedures, patient education, and documentation, while helping maintain clinic readiness and supporting high-quality, patient-centered 

ESSENTIAL FUNCTIONS: 

• Supports vascular in-office procedures, including staple and suture removal, perm catheter insertion/removal, wound cleansing, bandaging, and other minor procedures as directed by the provider. 

• Assumes the scrub tech role by prepping and draping patients using sterile technique for vein procedures. 

• Assists surgeons during sterile procedures, cleans and bandages patients post-procedure, and monitors patient recovery. 

• Cleans, sterilizes, and prepares instruments following procedures. 

• Prepares tumescent anesthesia for each procedure in accordance with provider instructions. 

• Cross-trains in insurance predetermination and front office responsibilities to ensure adequate coverage during staff absences. 

• Answers all clinical calls from patients and returns calls in a timely and professional manner. 

• Coordinates with dialysis clinics to schedule office visits and procedures around patients’ dialysis sessions. 

• Works with vascular ultrasound sonographers to ensure appropriate studies (e.g., duplex, ABI, vein mapping) are ordered and aligns imaging appointments with same-day office visits when appropriate. 

• Collaborates with referral coordinators to expedite appointments and imaging for urgent or dialysis-access patients, including placing ultrasound orders when indicated. 

• Coordinates with TSC Prosthetics for patients requiring prosthetic evaluation, fitting, or follow-up after amputation. 

• Coordinates with skilled nursing facilities (SNFs), jails, and prisons to arrange testing, deliver physician orders, and schedule follow-up appointments for vascular patients. 

• Ensures accurate and timely completion of all MIPS (Merit-based Incentive Payment System) requirements for assigned providers. 

• Coordinates outgoing referrals by initiating requests, obtaining visit notes and reports, and notifying providers of incomplete referral follow-through by patients. 

• Maintains accurate, complete, and compliant clinical documentation, including operative notes, orders, and authorizations. 

• Educates and prepares patients for procedures, providing pre-operative instructions and addressing questions. 

• Rooms patients and reviews/update medical histories, allergies, medications, and EMR records. 

• Administers medications or injections as ordered (if certified), following safety protocols and clinical guidelines. 

• Coordinates referrals to physical therapy and other specialties, including processing physician-signed orders. 

• Manages patient flow by greeting patients, assisting with check-in and check-out, and scheduling follow-up appointments. 

• Answers and routes multi-line phone calls, ensuring timely communication with patients, providers, and external partners. 

• Prepares and maintains exam rooms, ensuring cleanliness, safety, and adequate medical supply levels. 

• Orders, manages, and tracks durable medical equipment and laboratory supplies to ensure clinic readiness. 

• Responds promptly to patient, provider, and clinical requests while adhering to clinic policies, procedures, and compliance standards. 

• Performs other related duties as assigned. 

QUALIFICATIONS AND REQUIREMENTS  

• High School Diploma or GED is required.   

• Graduate of Medical Assistant Training Program or 6-months recent Medical Assistant experience in a healthcare setting required. 

• BLS certification is required or must be obtained within three months of hire.  

• Completion of a Medical Assistant training program and/or certification (CMA, RMA, or CCMA) is preferred. 

• A minimum of one year of prior surgery scheduling experience in a clinical/surgical setting is preferred. 

• Previous vascular or vein specialty clinic experience is preferred.  

• Familiarity with vascular procedures such as catheter care, wound care, and suture/staple removal is preferred. 

• Knowledge of dialysis scheduling and coordination of vascular access patients is preferred.   

• Experience working with vascular ultrasound and imaging coordination preferred.  

• Maintain quality OSHA Controls/HIPAA compliant  

• Proficient in EMR systems (preferably eCW) and Microsoft Office.  

• Ability to multitask and prioritize in a fast-paced environment.