Surgery Scheduler

At NorthBay Health, the Surgery Scheduler functions as a member of the clinic patient care team. Performs duties and orchestrates complex logistics required to schedule patient tests, pre-op/post-op visits, and complex surgical procedures. Responsible for scheduling and coordinating all aspects of the surgical procedure, including patient preferences, maintains close communication with the Operating Room Scheduler, Same Day Center Staff and assures all payer requirements are met prior to scheduling the actual surgery.

Responsible to secure accurate patient demographics, authorizations and payer information in a timely manner to ensure patient care is not delayed. Verifies and documents eligibility and benefits for patient’s specific payers. Ensures appropriate documentation is in the patient’s Electronic Health Record (EHR). Schedules patient procedures as appropriate, and coordinates transfer of necessary records. Reviews and appropriately schedules department procedures utilizing department specific appointment protocols. 

 PRIMARY JOB DUTIES

1. Gathers, updates and verifies insurance/payer information and ensures accurate entry into the practice management system.  Confirms authorization.

2. Verifies insurance type and eligibility for care. 

3. Determines when authorization for services is required and ensures authorization is obtained prior to service date. Determines and documents need for signatures for conditions of registration and Medicare secondary payment screen.  

4. Prioritizes procedure requests based on clinical need as indicated by the ordering provider, and the Medical Services Request Form (MSR).  

5. Schedules complex pre and post-op appointments requiring strong knowledge of pre-admission requirements, procedures, department protocols and timing.

6. Contacts patients upon approval or denial of authorization. If denied, advises physician of outcome.

7. Provides the patient pertinent information regarding their surgery, dates and times for appointments, map of facility to easily find their destination(s).

8. Reviews and coordinates the surgeon’s schedule to ensure efficiency for both their time and operating room time.

9. Coordinates resources to schedule surgeries for department surgeons.

10. Coordinate scheduling between department surgeon (including multi-disciplinary departments), vendors, materials management, OR venues & patients
11. Assures appropriate verifications and authorizations are completed prior to scheduling patients.  
12. Collaborates extensively w/ OR scheduling to assure maximum utilization of block time in each OR venue.
13. Consistently demonstrates and promotes a sense of team within the immediate and extended work groups.
14. Establishes and maintains effective communication with physicians, co-workers and patients.
15. Participates in educational programs, staff meetings and in-service meetings.

16. Performs other job-related duties and responsibilities, as assigned.

1. Education:  High school graduate or equivalent preferred. Graduate from an accredited Medical Assistant program preferred.

2. Licensure/Certification:  Medical Assistant certified preferred.

3. Experience: Minimum three year’s of experience in a clinic setting with experience and knowledge of health insurance/ benefit requirements required.  One or more year’s of experience working as a surgery scheduler in the specialty care setting. 

4. Skills: Strong organizational and written/spoken communication skills essential. Ability to work independently on a variety of complex tasks, managing competing deadlines. In depth working knowledge of Windows and Microsoft Word. Knowledge of ICD-10 and CPT coding.   Knowledge of medical terminology, procedures and insurance rules and regulations required.  Skilled in accuracy and attention to detail. Ability to coordinate, schedule and track complex surgery scheduling and multiple patient appointments. Strong ability to multi-task; schedule appointments for several multi-disciplinary clinics. Demonstrates calmness in stressful situations.

5. Interpersonal Skills:  Demonstrates NorthBay's values and true north including nurturing care, own it, respect relationships, build trust, hardwire excellence.

6. Hours of Work:  Monday through Friday, variable hours dependent upon clinic operations and volume. 

7. Compensation: $27 to $33.37 per hour based on years of experience doing the duties of the role.

At NorthBay Health, we are guided by our values: Nurturing Care; Own It; Respect; Build Trust; and Hardwire Excellence. These principles lead us to our TRUE NORTH and inspire us to provide exceptional care. 

These values serve as the foundation of everything we do, guiding us to deliver individualized care with integrity and accountability. We are committed to fostering a culture of collaboration, where every team member is valued and empowered to contribute their best to the health and well-being of those we serve. 

This is an exciting time to join NorthBay Health.

As an independent, nonprofit health system north of the San Francisco Bay Area, in the Napa/Solano Region, we are expanding our footprint across Solano, Yolo, and Napa counties to meet the evolving needs of our communities. With two acute-care hospitals—including a Level II Trauma Center and a modern maternity unit with a Level III Neonatal Intensive Care Unit (NICU)—along with a comprehensive cancer center, multiple urgent care facilities, and a growing network of primary and specialty clinics, we are investing in the future of care across the region.

NorthBay Health we are home to advanced clinical programs and nationally recognized cardiovascular, neuroscience, and orthopedic services, as well as comprehensive surgical and outpatient specialties. Our commitment to excellence is reflected in our Magnet with Distinction designation for nursing (one of only 12 organizations nationwide) and recognition from U.S. News & World Report as “High Performing” in multiple clinical areas, including maternity care, heart failure, and stroke. NorthBay Medical Center has earned the High Performing designation in maternity care for four consecutive years.

As the only locally governed health system in the region, we remain deeply rooted in our communities while growing into a trusted regional healthcare leader. If you are seeking meaningful work, collaborative teams, and the opportunity to help shape the future of healthcare in Northern California, you will find it at NorthBay Health.

Join us with our commitment to excellence, to achieve our vision to be the trusted healthcare partner of choice for the communities we serve.

To learn more about NorthBay Health's benefits, diversity statement and community please visit