Office Scheduler and Coordinator - Youngstown Women's Health - PRN

· The Surgery Scheduler/Prior Authorization Coordinator is responsible for coordinating surgical procedures, obtaining required insurance authorizations, maintaining assigned electronic work queues, and providing front-desk coverage at multiple practice locations. This position serves as a key liaison among patients, providers, hospitals, insurance companies, and clinical staff to ensure timely scheduling, accurate documentation, and a positive patient experience.

· Essential Duties and Responsibilities

· Surgical Scheduling

· Coordinate and schedule inpatient and outpatient surgical procedures.

· Communicate with providers, patients, hospitals, and surgical facilities regarding available dates, times, and required documentation.

· Provide patients with preoperative instructions, testing requirements, arrival information, and postoperative appointment details.

· Verify that surgical orders, consent forms, medical clearances, laboratory testing, and other required documentation are completed.

· Schedule postoperative appointments and communicate any changes promptly.

· Maintain accurate surgical schedules and notify the appropriate departments of cancellations or rescheduled procedures.

· Monitor pending surgeries and follow up on incomplete clinical or administrative requirements.

· Prior Authorizations and Insurance Verification

· Verify patient insurance coverage and benefits for surgical procedures, diagnostic testing, medications, and other services as assigned.

· Submit complete and accurate prior-authorization requests to insurance companies within required timeframes.

· Obtain and document authorization numbers, effective dates, approved services, and insurance correspondence in the electronic medical record.

· Track pending authorizations and follow up with insurance companies to prevent delays or cancellations.

· Communicate authorization denials or barriers to providers and leadership.

· Assist with appeals, peer-to-peer requests, and the submission of additional clinical documentation when necessary.

· Inform patients of authorization status and potential financial responsibilities according to organizational guidelines.

· Work queue Management

· Review and maintain assigned electronic health record work queues daily.

· Address scheduling requests, referrals, authorization needs, registration errors, claim-related edits, and other assigned work queue items.

· Ensure work queue items are completed accurately and within established turnaround times.

· Route items requiring clinical review or leadership assistance to the appropriate team member.

· Monitor outstanding items and follow through until resolution.

· Maintain accurate documentation of all actions, communications, and outcomes.

· Front-Desk and Multi-Location Support

· Provide front-desk coverage at multiple practice locations based on operational needs.

· Greet and check patients in and out in a courteous and professional manner.

· Verify and update patient demographics, insurance information, consent forms, and required documents.

· Collect copayments and outstanding balances according to organizational policies.

· Schedule and confirm patient appointments.

· Answer and route telephone calls, messages, and patient questions appropriately.

· Scan and index documents into the electronic medical record.

· Assist with referral coordination and medical-record requests.

· Maintain patient confidentiality and provide excellent customer service at all locations.

· Travel between assigned practice locations as required.

· Additional Responsibilities

· Work collaboratively with physicians, advanced practice providers, nursing staff, medical assistants, registration staff, hospital departments, and insurance representatives.

· Maintain knowledge of insurance requirements, payer policies, scheduling procedures, and organizational workflows.

· Protect patient information and comply with HIPAA, regulatory requirements, and organizational policies.

· Participate in staff meetings, training, and process-improvement activities.

· Maintain organized records and complete tasks with a high level of accuracy.

· Perform other duties as assigned based on practice and departmental needs.

· Required Qualifications

· High school diploma or GED required.

· Previous experience in medical scheduling, surgical scheduling, prior authorization, patient registration, or a medical-office setting preferred.

· Experience using an electronic health record system, preferably Epic, is preferred.

· Knowledge of medical terminology, insurance verification, prior-authorization requirements, and surgical scheduling processes preferred.

· Ability to work at and travel between multiple practice locations