**Discover Vanderbilt University Medical Center** : Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. **Organization:** OTO Non-Clinical **Job Summary:** The Surgery Scheduling Specialist is responsible for coordinating surgical procedures for multiple surgeons by aligning their availability with operating room schedules and patient preferences. This role ensures all necessary equipment is ordered and available for procedures while also handling insurance prior authorizations. Additionally, the Surgery Scheduling Specialist provides comprehensive patient guidance, walking them step by step through the entire surgical process to ensure a smooth and stress-free experience. This position requires exceptional customer service skills and the ability to deliver difficult news with compassion and professionalism. . **Position Hours** Monday - Friday from 8:30 AM to 5:00 PM **Location** One Hundred Oaks 719 Thompson Lane, Suite 30400 Nashville TN **Department Summary** Our otolaryngologists at Vanderbilt Bill Wilkerson Center offer advanced, comprehensive care for the full spectrum of ear, nose and throat-related disorders. Whether you need routine care or a complex surgery, we combine the expertise of many different specialists to provide you with personalized care. **Preferred Qualifications** + Previous experience in medical scheduling, healthcare administration, or a related field. + Experience managing schedules for multiple surgeons or providers preferred. + Knowledge of surgical procedures, insurance authorization processes, and medical terminology. + Exceptional customer service and interpersonal skills. + Strong ability to deliver difficult news in a compassionate and professional manner. + Strong organizational skills and attention to detail. + Ability to multitask and work efficiently in a fast-paced environment. + Proficiency in medical scheduling software and electronic health records (EHR) systems. **Key Responsibilities:** Schedule Coordination: + Manage surgical schedules for multiple surgeons, ensuring efficient use of operating room time. + Work closely with physicians, patients, and hospital or surgery center staff to coordinate procedure dates and times. + Communicate surgery details, including pre-operative instructions, to patients and family members. Patient Guidance and Education: + Serve as the primary point of contact for patients, walking them step by step through the entire surgical process. + Provide detailed explanations of pre-operative requirements, including necessary lab work, medication instructions, fasting guidelines, and arrival times. + Ensure patients understand post-operative care instructions and follow-up appointment scheduling. + Address patient concerns, answer questions, and provide reassurance throughout the process. + Deliver difficult news, such as surgery rescheduling, insurance denials, or financial obligations, with empathy and professionalism. Exceptional Customer Service: + Maintain a compassionate and patient-centered approach in all interactions. + Effectively manage patient expectations and handle stressful situations with professionalism and kindness. + Provide emotional support to patients and families who may be anxious or frustrated. Equipment and Supply Management: + Order and arrange for all necessary surgical equipment and supplies for multiple surgeons. + Coordinate with vendors and hospital supply departments to ensure timely availability of specialized instruments. + Verify that all necessary equipment is available prior to the scheduled procedure. Insurance and Authorization Handling: + Obtain prior authorizations from insurance companies for scheduled surgical procedures. + Gather and submit all required documentation for approval, ensuring compliance with insurance guidelines. + Communicate with patients regarding insurance approvals, denials, and any financial obligations. Administrative Support: + Maintain accurate records of surgery schedules, authorizations, and equipment orders. + Provide exceptional customer service by addressing patient inquiries and concerns regarding their surgery. + Collaborate with multiple surgeons and medical staff to handle scheduling conflicts or last-minute changes efficiently. Work Environment: This role typically operates in a medical office, hospital, or surgical center setting, requiring interaction with multiple surgeons, nurses, patients, and insurance representatives. The position requires a patient-focused approach, ensuring individuals feel supported and well-prepared throughout their surgical journey. Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more. At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose. **Core Accountabilities:** * Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers. **Core Capabilities** **:** Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work. **Position Qualifications:** **Responsibilities:** **Certifications:** **Work Experience:** Relevant Work Experience **Experience Level:** 2 years **Education:** High School Diploma or GED _Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled._