Job Description

Job Title: Surgery Scheduler
Job ID: 666454
Status: Full-Time
Regular/Temporary: Regular
Hours: 8am to 4:30pm
Shift: Day Job
Department: POP28 Thoracic Surgery
Location: 200 Lothrop St, Pittsburgh PA 15213



The University of Pittsburgh Physician's is seeking a full time Surgery Scheduler for its UPMC Presbyterian location. Coordinate and schedule patients for in-patient and outpatient surgical procedures. Assist the surgeon and the administrator in promoting, developing and monitoring all aspects of operations. EpicCare/Epic is preferred.

This is a Monday through Friday, daylight position!  Apply today!!

  • Act as liaison between patient and referring physicians.
  • All telephone calls will be returned by the end of the business day and within 24 hours.
  • Answer and respond to all incoming telephone inquiries regarding surgery and provides educational material, both verbally and through printed materials.
  • Assist in clinic with tasks to ensure proper clinic flow.
  • Assist in the training of new employees.
  • Assists nurse coordinator/mid level provider/MD with reviewing final radiology reports from outpatient clinics.
  • Attend and schedule department meetings.
  • Attend patient clinics and manages phones and flow of patients, obtains patient related reports as needed.
  • Collect data for research study.
  • Complete special projects as assigned.
  • Coordinate and monitor patient follow-up through Epic Recall and according to the Department of Cardiothoracic Surgery Recall Policy Guidelines.
  • Coordinate and monitor patient follow-up through the Refract Tracker and EPIC.
  • Coordinate and track internal and external marketing efforts.
  • Coordinate cases and communicates with hospital personnel to obtain approval for hospital admissions.
  • Coordinate patient education seminars and schedules physicians accordingly.
  • Discuss and coordinate financial arrangements prior to surgery including the collection of pre-payments.
  • Document all conversations in EpicCare.
  • Ensure all billing and insurance information is current and accurate.
  • Ensure that informed consents are signed.
  • Obtain pre-certification and/or referral prior to the date of the procedure.
  • Organizes outside radiology films: Follows process to download outside discs onto stentor or has outside radiology jacket made for outside films.
  • Prepare and forward all necessary admission reservations/requisitions, including demographics and insurance information to hospitals.
  • Prepare and send new patient packets to patients.
  • Provide patients with pre and postoperative instruction according to service specific guidelines.
  • Responsible for scanning patient information into Epic Care according to the Scanning Rubric.
  • Responsible for verifying and updating referring physician information in Epic Care through the Epic Hierarchy Form.
  • Schedule all appointments for clinic patients, coordinates arrival of all materials (tests, films, etc.) for each visit. Schedule new patients within 72 hours of initial call to Department
  • Schedule pre-screening exams, diagnostic testing, post-operative appointments and surgical cases for all patients.
  • Work directly with department to troubleshoot procedural and operations issues.


  • High school diploma or equivalent required. 
  • Completion of a medical assisting program or 2-4 years experience in a medical field. 
  • Proficiency in medical terminology preferred. 
  • General knowledge of computer software and practice management databases is essential. 
  • Knowledge of the Epic practice management programs preferred. 
  • Strong organization, time management and interpersonal skills. 
  • Tact and diplomacy are necessary in dealing with physicians, patients and their families and other employees. 
  • Ability to deal compassionately and professionally with patients is essential. 
  • Work independently and possess sound decision-making skills. 
  • Knowledge of insurance regulations, specifically Medicare, BC/BS, managed care plans and workers compensation carriers regarding scheduling and approval of surgical procedures. 
  • Ability to prioritize work demands. 
  • Ability to consistently maintain confidentiality with regards to all job assignments and related information. 
  • Access to medications is limited to the distribution of the medication to the nurse.
Licensure, Certifications, and Clearances:
  • Act 34 Criminal Clearance
UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $15.13 to $23.82

Union Position: No

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