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Providence Health & Services Surgery Scheduling Specialist in Santa Monica, California


Providence is calling a Surgery Scheduling Specialist for a Full-Time/Day Shift to Saint John's Health Center, in Santa Monica, CA

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We are seeking a Surgery Scheduling Specialist who will be responsible for scheduling services for outpatient/inpatient procedures and all ancillary department scheduled procedures as outlined according to the individual organizational needs. The Surgery Scheduling Specialist is responsible for receiving calls, ensuring proper procedural appointment dates and times, ICD-9 and CPT codes, physician information, assists patients with pre-operative information and instructions under the direction of the physician or clinic manager. The Surgery Scheduling Specialist is responsible for creating a pleasant telephonic scheduling experience possible for all patients, patients' families, physicians and staff.

In this position you will:

  • Prioritize and perform work assignment and job duties effectively and provide prompt and efficient customer service

  • Identify and report potential and actual risk management issues to appropriate personnel

  • Demonstrate competency in selected administrative skills including but not limited to:

  • Assist patients with pre-operative information and instructions under the direction of the physician or clinic manager Assist patients as needed, to ensure compliance with the payer’s requirements for payment

  • Communicate effectively with clinical staff to ensure patient satisfaction

  • Copy or scan authorizations, orders, and/or any other pertinent documentation for medical records and billing department

  • Cross-train for registration of all patient access areas

  • Demonstrate and utilize computer and good telephone etiquette skills at all times answering and directing all calls promptly and correctly to enhance the scheduling process

  • Ensure; and provide complete and accurate pre-registration data with pertinent information regarding patient demographic, insurance, payment and physician information for medical records and billing department

  • Ensure prompt scheduling if possible, allowing pre-registration to obtain scheduled information 3-5 days prior to date of service/admission in order to complete their of insurance verification and authorization process as efficiently as possible without compromising the patient’s scheduled procedure

  • Ensure prompt scheduling allowing the Insurance Verifier to obtain scheduled information on the date of service/admission in order to complete their process as efficiently as possible without compromising the patient’s scheduled procedure in which communicating properly and in a timely manner with the Insurance Verifier on all add-on cases is essential

  • Utilize resources such as office supplies, materials, and forms efficiently

  • Maintain an open and positive professional communication, orally and written

  • Obtain and accurately completes mandatory MSP and ABN forms; per Medicare guidelines and requirements, when applicable

  • Refer patients for financial counseling or financial assistance (Charity), if applicable and based on individual organizations policies and procedures

  • Obtain complete physician orders and faxes/scans to appropriate department on a daily basis

  • Obtain and enter proper procedure (when applicable) or diagnosis codes into scheduling system

  • Capture and document all pertinent patient demographic, subscriber, and insurance information

  • Identify available times for scheduled procedures

  • Provide cash prices for any procedure or test to inquiring callers

  • Provide scheduled procedures in a timely manner to eliminate telephonic wait times

  • Input, administer, and retrieve patient information from various scheduling systems within the facility as required

  • Work with physician offices and ancillary departments to ensure patient satisfaction is met

  • Review work and assures accuracy in all aspects of the position, particularly patient type, financial class, insurance codes, insurance information, and demographic information to minimize error rate and time delays in other areas

  • Utilize organization, prioritization and time management skills in their daily tasks

  • Perform as needed essential duties of a Clinical Assistant:

  • Prepare the patient room, takes history, orders x-rays

  • Help the patient facilitate any necessary diagnostic tests recommends by the physician

  • Ensure all tests and surgical procedures are sent for per-certification

  • Provide patient with all prescriptions as physician requests

  • Complete booking and tracing slips for all surgical procedures

  • Schedule surgeries

  • Complete all surgery paperwork, mails to patient and faxes to internist for pre-op

  • Enter all pre-op, surgical, and post-op appointments in scheduling software

  • Order required equipment from vendor for surgery

  • Prepare surgical chart for the physician to dictate history and physicals and prints X-rays for surgery

  • Update the physicians’ outlook calendar with all surgical cases and patient information

  • Communicate with the physician when last minute changes occur on the schedules

  • Demonstrate responsibility and accountability for own professional practice in regard to:

  • Attendance, punctuality and patient confidentiality

  • Positive public relation image and working relationships

  • Obtaining necessary knowledge and skill needed to maintain competence and certifications

  • Completing all mandatory requirements, including annual safety programs and annual physical

  • Participate in the development and attainment of team, department and hospital goals including:

  • Attending and participating in division meetings

  • Volunteering or accepting assignments for projects

  • Mission, vision and team ground rules


Required qualifications for this position include:

  • Education to meet certification, license or registration requirement.

  • Current Basic Life Support (BLS) card

  • Must be able to type 35-45 wpm.

  • Working knowledge of Protected Health Information.

  • Able to answer telephones with proper etiquette and answer/direct calls efficiently.

  • Must be able to use a Computer, printer, fax, scanner, telephone, intercom system and photocopier.

  • Ability to deal effectively with many people across a broad range of cultural backgrounds and ages.

  • Ability to work independently with little or no supervision.

  • Proficient in P.C. software applications including, Microsoft Word, Excel, PowerPoint, Outlook, etc.

  • Ability to prioritize, organize and coordinate work.

  • Ability to work effectively with many people at various levels of the organization.

  • Excellent oral and written communication skills.

  • Ability to handle multiple tasks and appropriately prioritize.

  • Ability to clearly communicate with internal and external customers, including, but not limited to, patients, co-workers, management, physicians, and visitors.

  • Ability to maintain patient confidentiality and privacy in accordance to hospital policy.

Preferred qualifications for this position include:

  • 2 years experience in a hospital or clinical setting to include medical terminology, data entry, PBX, customer service and scheduling.

About the hospital you will serve:

Providence Saint John’s Health Center in Santa Monica, California, is part of Providence Health & Services, an integrated, not-for-profit network of hospitals, care centers, medical clinics, home health services, affiliated services and educational facilities in the western United States. Founded in 1942, Providence Saint John’s Health Center enjoys a reputation for clinical excellence across many disciplines.

The 266-bed health center has a medical staff of more than 900 physicians, 1,800 employees and a host of volunteers who share a commitment to providing quality care for all.

We offer comprehensive, best-in-class benefits to our caregivers. For more information, visit

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Patient Services

Location: California-Santa Monica

Req ID: 296769