We are seeking a detail-oriented and patient-focused Medical Scheduler to support our Ambulatory Surgery Center (ASC). This role coordinates procedures, referrals, insurance verification, and scheduling activities while serving as a key communication liaison among patients, providers, and clinical partners. The Medical Scheduler helps ensure a seamless patient experience through accurate scheduling, timely care coordination, and exceptional customer service.
The Medical Scheduler serves as a central point of communication among patients, providers, Colorado Springs Cardiology, authorization teams, anesthesia providers, imaging vendors, and device representatives to ensure procedures are scheduled accurately and patients are fully prepared for their care.
Key Responsibilities
Scheduling & Care Coordination
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Schedule, reschedule, and coordinate procedures and referrals.
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Review referrals and verify patient demographics, insurance information, and scheduling requirements.
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Monitor referral queues, work queues, and patient communications to support timely scheduling and care coordination.
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Coordinate with patients, providers, internal departments, anesthesia providers, imaging vendors, and device representatives regarding scheduled cases, procedure preparation, required information, schedule changes, cancellations, and updates.
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Communicate procedure preparation instructions and appointment details to patients.
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Assist with appointment reminder calls and patient outreach when appropriate.
Insurance Verification & Authorization Support
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Verify insurance eligibility, payer participation, and procedure-specific authorization requirements.
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Coordinate with prior authorization teams to ensure all required information and documentation are submitted for authorization review.
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Identify and resolve scheduling and insurance-related issues that may impact patient care or procedure timelines.
Documentation & Records Management
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Maintain accurate documentation within Epic, Surgical Information Systems (SIS), and other designated systems.
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Process incoming and outgoing faxes.
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Scan and upload medical records, referrals, authorizations, and supporting documentation into the appropriate systems.
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Ensure patient demographic and insurance information remains accurate and current.
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Maintain documentation in accordance with organizational policies and regulatory requirements.
Patient Service & Front Office Support
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Answer phones and respond to patient inquiries in a professional, courteous, and compassionate manner.
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Greet patients and support procedure check-in activities.
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Verify patient identification, demographic information, and insurance coverage.
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Collect time-of-service payments when applicable.
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Address patient concerns and escalate issues as appropriate to ensure positive patient experiences.
Quality, Compliance & Team Support
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Ensure compliance with HIPAA, OSHA, CMS, organizational policies, and documentation standards.
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Support quality improvement initiatives and department goals.
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Participate in training, process improvement efforts, and cross-training activities.
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Provide support for additional administrative duties as assigned to meet operational needs.
Knowledge, Skills & Abilities
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Working knowledge of medical terminology, insurance plans, and healthcare scheduling processes.
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Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
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Exceptional attention to detail and commitment to accuracy.
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Excellent verbal and written communication skills.
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Strong customer service and patient relations skills.
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Ability to work independently while maintaining effective collaboration with multidisciplinary teams.
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Ability to exercise sound judgment and problem-solving skills.
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Proficiency with electronic medical record systems and Microsoft Office applications.
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Ability to maintain confidentiality and protect sensitive patient information.
Qualifications
Required
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High school diploma or equivalent.
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Minimum one year of experience in a medical office, scheduling, referral management, insurance verification, or healthcare environment.
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Working knowledge of medical terminology and healthcare scheduling processes.
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Experience using electronic medical record systems and standard office software.
Preferred
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Experience with Epic, Surgical Information Systems (SIS), Waystar, referral management, insurance verification, and prior authorization.
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Experience in an ambulatory surgery center (ASC), cardiology practice, or specialty medical environment.
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Experience coordinating with anesthesia providers, imaging services, and medical device vendors.
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Demonstrated ability to manage multiple priorities while maintaining high levels of accuracy and customer service.
Success in This Role
Successful candidates will:
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Maintain accurate schedules and patient records.
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Ensure timely completion of insurance verification and authorization requirements.
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Minimize scheduling errors and procedure delays.
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Provide exceptional patient and provider support.
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Effectively communicate with internal and external stakeholders.
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Contribute to efficient ASC operations through proactive coordination and teamwork.
Physical Requirements
This position requires full range of body motion. While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.
Work Environment
Work is performed in a typical medical clinic and/or business office environment.
Equal Employment Opportunity Statement
We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Salary and Benefits
PRN, non-exempt position PRN roles are not eligible for company benefits.
The statements contained herein are intended to describe the general nature and level of work performed by the ASC Scheduler, but is not a complete list of the responsibilities, duties, or skills required. Other duties may be assigned as business needs dictate. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
