How to Be Surgical Scheduler - Job Description, Skills, and Interview Questions

Oct 5, 2021 / 5 Minutes Read / By Albert

How to Become

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The amount of time spent in the operating room for a surgical procedure can have a direct impact on the cost of the procedure. As such, careful scheduling of surgical procedures is essential to keep costs down and maximize efficiency. Surgical schedulers must consider a variety of factors such as patient availability, surgeon availability, supply availability, and room availability.

they must ensure that the types of procedures being scheduled are appropriate for the space and equipment available. By carefully considering all of these elements and inputting them into a comprehensive scheduling program, surgical schedulers can help to reduce costs while ensuring that the patient receives high quality care.

Steps How to Become

Obtain a high school diploma or equivalent education. Most employers require a high school degree or equivalent before they will consider hiring someone for a surgical scheduling position.
Earn a certificate or degree in medical office administration or a related field. Although not always required, obtaining a certificate in medical office administration can give you an edge when applying for a surgical scheduling position.
Gain experience in the medical field. Many employers prefer applicants who have prior experience working in a medical office environment. Consider volunteering or applying for internships at medical offices to gain experience and make connections that might help you in your job search.
Have a strong understanding of medical terminology and procedures. Being able to understand and interpret medical terms is essential for someone who will be working in a surgical scheduling position. Consider taking classes or self-study courses to increase your knowledge in this area.
Complete a computerized scheduling training program. Many employers require applicants to complete a computerized scheduling training program. This program will teach you how to use the software programs that are commonly used for surgical scheduling.
Apply for open positions as a surgical scheduler. Once you have the necessary qualifications, search online and in your local area for open positions as a surgical scheduler. Submit your resume and cover letter to potential employers and prepare for interviews.

Maintaining an updated and efficient surgical scheduler requires a well-planned strategy. Effective communication between physicians, nurses, and other staff is key to ensuring that everyone is aware of upcoming surgeries and that the necessary preparations have been made. having a comprehensive system in place to track surgeries, patient records, and appointment availability can help to reduce scheduling errors.

Keeping up with technological advances in healthcare can also help to streamline the scheduling process and ensure that all parties involved have access to the latest information. Finally, having an organized and reliable system in place that is regularly monitored and updated can help to ensure an efficient and successful surgical scheduler.

You may want to check Surgical Center Administrator, Surgical Physician Assistant, and Surgical Instrument Technician for alternative.

Job Description

Greet patients and visitors in a professional and friendly manner.
Schedule surgical procedures and coordinate with various staff members.
Maintain accurate records of patient information, including medical history and insurance information.
Verify patient insurance coverage and obtain pre-authorization for procedures.
Provide patients with instructions on pre- and post-operative care.
Coordinate resources, such as equipment, instruments, and supplies for surgical procedures.
Receive and respond to patient inquiries in a timely manner.
Monitor and process all billing information related to patient care.
Maintain a clean and organized workspace.
Follow all applicable health care laws and regulations.

Skills and Competencies to Have

Excellent organizational skills
Ability to multi-task and prioritize tasks
Detail-oriented
Strong customer service skills
Ability to work well under pressure
Knowledge of medical terminology
Proficiency in scheduling software
Knowledge of insurance guidelines
Computer literacy
Excellent communication skills

Having strong communication skills is the most important skill for a surgical scheduler. This is because they must interact with a wide range of stakeholders, including doctors, nurses, administrators, and patients. When communicating with these people, they must ensure that the scheduled surgeries align with everyone's needs and preferences.

they must negotiate and reconcile conflicting demands and maintain good working relationships. As a result of this, having excellent interpersonal and organizational skills is essential for a successful surgical scheduler. they must also be able to quickly adapt to changes in schedules and manage competing priorities.

By having these skills, a surgical scheduler can ensure that operations run smoothly and efficiently.

Surgical Services Manager, Surgical Technician Lead, and Surgical Technologist Lead are related jobs you may like.

Frequent Interview Questions

What experience do you have scheduling surgical procedures?
How do you handle difficult conversations with patients and staff?
What strategies do you use to ensure accuracy and efficiency when scheduling surgeries?
How do you prioritize tasks while under pressure to meet deadlines?
How do you handle conflicting schedules and requests from multiple physicians?
How do you handle last-minute schedule changes?
What strategies do you use to ensure that all required materials are available for each surgical procedure?
How do you manage competing demands from surgeons, nurses, and other staff members?
How do you stay up to date on the latest regulations and safety protocols for surgical scheduling?
What steps do you take to ensure patient satisfaction when scheduling surgeries?

Common Tools in Industry

Electronic Health Records System. A system for securely storing, managing and accessing patient medical records (eg: Epic).
Appointment Scheduling Software. Software that allows for the scheduling of appointments (eg: Acuity Scheduling).
Surgical Planning Software. Software that assists in the planning of surgical operations (eg: Intuitive Surgical's da Vinci).
Patient Portal. An online platform that allows patients to access their medical records, schedule and manage appointments, and communicate with their care team (eg: MyChart).
Medical Billing Software. Software that assists with billing and coding processes (eg: Kareo Medical Billing).
Patient Education Software. Software that provides patients with educational tools to help them better understand their health (eg: Healthwise Knowledgebase).
Automated Reminders. A system that sends out automated reminders for upcoming appointments and other tasks related to patient care (eg: SimpleReminders).

Professional Organizations to Know

American Medical Association (AMA)
American College of Surgeons (ACS)
American Society of Anesthesiologists (ASA)
Association of periOperative Registered Nurses (AORN)
Association of Surgical Technologists (AST)
American Association of Surgical Physician Assistants (AASPA)
Association of Operating Room Nurses (AORN)
Society of Laparoendoscopic Surgeons (SLS)
American College of Healthcare Executives (ACHE)
National Surgical Assistants Association (NSAA)

We also have Surgical Resident, Surgical Services Director, and Surgical Technologist Supervisor jobs reports.

Common Important Terms

Preoperative Screening. The process of evaluating a patient before surgery to assess their health, general physical condition and suitability for the procedure.
Preoperative Testing. Tests conducted in the preoperative period to evaluate a patient's overall health and readiness for surgery.
Postoperative Care. Care provided to a patient after a surgical procedure to ensure they make a successful recovery.
Surgical Consent Form. A document that must be signed by the patient before any surgical procedure can be performed, in which they acknowledge they understand and accept any potential risks associated with the procedure.
Operating Room. The room in which a surgical procedure is performed.
Anesthesiologist. A doctor who specializes in administering anesthesia during a surgical procedure.
Surgeon. A doctor who specializes in performing surgeries.

Frequently Asked Questions

What is a Surgical Scheduler?

A Surgical Scheduler is a software application used by hospitals and medical facilities to manage the scheduling and coordination of surgical procedures. It typically includes features such as patient tracking, appointment scheduling, resource and time management, and communication between staff and patients.

How does Surgical Scheduler help improve patient care?

Surgical Scheduler helps to streamline the process of scheduling and coordinating surgical procedures, which can help to reduce wait times and improve patient care. By providing an efficient and consistent scheduling process, it can help to reduce errors and ensure that all necessary resources are available for each procedure.

What are some of the features of a Surgical Scheduler?

Some of the features of a Surgical Scheduler include patient tracking, appointment scheduling, resource and time management, communication between staff and patients, and analytics to track performance metrics.

How secure is Surgical Scheduler?

Surgical Scheduler is designed to provide a secure environment for managing sensitive patient data. It includes features such as encryption, access control, authentication, and other security measures to ensure that data is kept secure at all times.

How much does a Surgical Scheduler cost?

The cost of a Surgical Scheduler varies depending on the features and scope of implementation. Typically, it ranges from a few hundred dollars for basic scheduling software to several thousand dollars for advanced systems with additional features.