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Lead Surgery Scheduler

  • Job ID: 942960640
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 8 a.m. to 4:30 p.m.
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: Womens Hlth Hamot ObGyn
  • Location: 201 State St, Erie PA 16550
  • Union Position: No
  • Salary Range: $14.99 to $22.98 / hour


University of Pittsburgh Physicians is seeking a full-time Lead Surgery Scheduler to support the UPMC Magee-Womens Specialty Center at UPMC Hamot!

Some travel is required, as the Lead Surgery Scheduler will also occasionally work at both the Magee-Womens Specialty Center in North East, PA (2060 North Pearl St.) and the West Ridge Magee-Womens Specialty Center (5050 West Ridge Rd.) on an as-needed basis. The frequency could range from once a week to approximately two times per month. 

The Lead Surgery Scheduler will coordinate and schedule patients for in-patient and outpatient surgical procedures, while providing leadership for all surgery schedulers.

The ideal candidate for this position will have previous leadership experience, with previous surgery scheduling experience and a working knowledge of EPIC and/or EpicCare. Familiarity with insurance regulations and Microsoft Office products, specifically with Outlook calendar management, is also preferred.

  • Provide patients with pre- and postoperative instruction according to service-specific guidelines. 
  • Schedule post-operative appointments and appointments to review testing ordered by physician.
  • Assist in the recruiting and hiring of surgery schedulers.
  • Send/receive patient medical records in accordance with Health Insurance.  
  • Obtain lab/x-ray reports, hospital notes, referral information, etc.
  • Assist nurses with messages/triage/OR chart prep, etc.
  • Assist management staff with supervisory activities. 
  • Participate with creation and implementation of departmental goals, processes, and procedures.
  • Ensure all billing and insurance information is current and accurate.
  • Complete forms/requisitions, as needed. 
  • Schedule appointments. 
  • Manage schedules and organize patient flow. 
  • Verify insurance coverage and patient demographics. 
  • Prepare and manage charts to ensure information completed and filed appropriately.
  • Answer and respond to all incoming telephone inquiries utilizing UPP customer service standards.
  • Perform all responsibilities in a manner that demonstrates appropriate behavior towards staff, peers, and other department personnel as defined in the departmental and UPMC/UPP job performance standards. 
  • Employee can be relied upon to work steadily and effectively, and for punctuality and regularity of attendance. 
    • Stays late to cover clinical areas, as needed
  • Obtain pre-certification and/or referral prior to the date of the procedure. 
  • Ensure that informed consents are signed.
  • Prepare patient rooms, and set up instruments and equipment according to department protocol. 
  • Clean exam/procedure rooms, instruments, and equipment between patient visits to maintain infection control. 
  • Clean according to scheduled maintenance program and keep appropriate records.
  • Accompany patients to exam/procedure room. 
  • Assist patients, as needed, with walking, transfers, dressing, collecting specimens, preparing for exam, etc. 
  • Collect patient information/history; taking vitals, performing screenings per provider guidelines, etc. 
  • Relay instructions to patients/families. 
    • May provide more individualized patient/family education and supportive counseling, as needed.
  • Provide leadership for all surgery schedulers.
  • Act as preceptor for new hires.
  • Manage inventory of supplies (i.e. restocking exam/procedure rooms, etc.).
  • Coordinate and schedule all necessary pre-testing and orders given by the attending physician(s).
  • Complete performance appraisals for surgery schedulers.
  • Perform phlebotomy, EKG's, and level one labs. 
  • Perform clinic procedures according to policy and procedure. 
  • Assist physicians with procedures. 
  • Document patient information into the medical record.
  • Prepare and forward all necessary admission reservations/requisitions, including demographics and insurance information, to hospitals.
  • Comply with requirements of appropriate regulatory agencies (i.e. OSHA, CLIA, PA Department of Health). 
  • Maintain strict confidentiality related to medical records and other data.
  • Coordinate surgery cases and communicate with hospital personnel to obtain approval for hospital admissions.
  • Guide workflow and/or assign tasks to other clinical staff.
  • Mentor, orient, and provide ongoing training to staff.


  • High School diploma required. 
  • Completion of a Medical Assisting program OR 4-5 years experience in a medical field.  
  • Proficiency in medical terminology preferred. 
  • Knowledge of insurance regulations, specifically Medicare, BC/BS, managed care plans, and workers' compensation carriers, regarding scheduling and approval of surgical procedures. 
  • General knowledge of computer software and practice management databases is required. 
  • 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. 
  • Ability to work independently and possess sound decision-making skills. 
  • Ability to prioritize work demands. 
  • Ability to consistently maintain confidentiality with regards to all job assignments and related information.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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