Surgery Scheduler

At Snoqualmie Valley Health, we’re not just in the business of healthcare; we’re in the business of empowering our community to live boldly and live well. Our commitment to excellence and innovation calls for team members who will build trust, obsess over excellence, lead innovation, and deepen connections within our community. We are guided by our core values, and we’re looking for someone who can embody those principles as part of our dynamic and growing team.

Located in a trailblazing, adventure-loving town at the base of the Cascades, Snoqualmie Valley Health is an independent public hospital district serving a vibrant community that thrives on both adventure and connection. This is more than a job - it’s an opportunity to be part of something bigger.

JOB TITLE: Surgery Scheduler

POSITION SUMMARY: The Surgery Scheduler is responsible for coordinating and scheduling surgical procedures in collaboration with surgeons, providers, patients, and clinical teams. This position serves as a key connection between patients and the surgical services team, ensuring procedures are scheduled accurately, efficiently, and in accordance with physician orders, clinical requirements, and established organizational workflows.

The Surgery Scheduler facilitates communication throughout the surgical scheduling process, coordinates preoperative requirements, manages scheduling changes, and ensures all necessary information is obtained and communicated to support a seamless patient experience. This role requires exceptional attention to detail, strong organizational and communication skills, and the ability to balance multiple priorities in a fast-paced healthcare environment while maintaining patient confidentiality and delivering compassionate service.

ESSENTIAL FUNCTIONS:

Build Trust: We exhibit integrity, transparency and compassion in every interaction.

• Serve as a primary point of contact for patients, providers, surgeons, and clinical staff regarding surgical scheduling and coordination.
• Communicate clearly and compassionately with patients regarding procedure dates, arrival times, preparation instructions, and scheduling changes.
• Maintain patient confidentiality and comply with HIPAA regulations and organizational privacy policies.
• Demonstrate professionalism, accountability, and discretion when handling sensitive patient information.
• Proactively communicate scheduling updates, delays, cancellations, and changes to all appropriate parties.
• Respond to patient and provider inquiries in a timely, courteous, and service-oriented manner.

Obsess Over Excellence: We have high standards and seek continuous improvement.

• Coordinate and schedule surgical procedures based on physician orders, provider availability, operating room resources, equipment needs, and established scheduling guidelines.
• Ensure surgical cases are entered accurately into the scheduling system, including procedure details, diagnosis information, surgeon assignments, and required resources.
• Coordinate preoperative requirements, including necessary clearances, laboratory testing, imaging, consultations, and other documentation as applicable.
• Verify that required orders, authorizations, and supporting documentation are obtained and communicated to the appropriate departments.
• Collaborate with the operating room team, pre-admission testing, nursing, anesthesia, registration, and other departments to support surgical readiness.
• Monitor surgical schedules for accuracy, identify potential conflicts, and resolve scheduling issues proactively.
• Coordinate procedure cancellations, rescheduling, and add-on cases in accordance with established workflows.
• Maintain accurate scheduling records, work queues, and documentation.
• Identify opportunities to improve scheduling efficiency, reduce delays, and enhance the patient experience.

Lead Innovation: We lead with creativity, agility and think bold in our approach.

• Utilize scheduling systems and technology effectively to optimize surgical scheduling workflows and communication.
• Identify scheduling challenges and recommend solutions that improve efficiency, resource utilization, and patient access.
• Adapt to changing surgical priorities, provider availability, and operational needs while maintaining accuracy and attention to detail.
• Support the development and implementation of standardized scheduling processes and best practices.
• Monitor scheduling trends and communicate opportunities for improved workflow, capacity management, and operational performance.
• Embrace organizational changes, new technology, and process improvements that enhance surgical services.

Deepen Connections: We build strong relationships with our patients, their families and partners in the communities we serve.

• Build collaborative relationships with surgeons, physician offices, patients, families, and interdisciplinary healthcare teams.
• Coordinate communication between patients and clinical departments to ensure a smooth transition from scheduling through the day of surgery.
• Demonstrate empathy and responsiveness when assisting patients who may be experiencing anxiety or uncertainty about their upcoming procedure.
• Partner with providers and clinical teams to address scheduling needs, resolve barriers, and support timely access to surgical care.
• Promote a positive patient experience through proactive communication, follow-through, and service excellence.
• Represent Snoqualmie Valley Health positively through every patient, provider, and community interaction.

QUALIFICATIONS

Required Education: High school diploma or equivalent.

Preferred Education: Associate degree or coursework in healthcare administration, medical office management, or related field.

Specialty Certification: Certified Healthcare Access Associate (CHAA) or other relevant healthcare administration certification preferred.

Required Experience: Minimum of two years of experience in a healthcare setting, preferably in medical scheduling, surgical services, patient access, or physician office operations.

Experience working with electronic health records (EHR) and scheduling systems preferred.

Experience coordinating multiple schedules, managing competing priorities, and communicating with patients and clinical providers.

Skills

• Strong organizational skills and exceptional attention to detail.
• Excellent verbal and written communication and customer service skills.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Ability to work independently while contributing effectively to a collaborative team.
• Strong problem-solving skills and the ability to anticipate and resolve scheduling conflicts.
• Proficiency with Microsoft Office applications and electronic health record systems.
• Knowledge of medical terminology, surgical procedures, and healthcare scheduling workflows preferred.
• Understanding of patient confidentiality, HIPAA regulations, and healthcare compliance requirements.
• Ability to communicate professionally and compassionately with patients, providers, and colleagues.
• Demonstrated commitment to Snoqualmie Valley Health's core values.

WORK ENVIRONMENT

• Office and clinical settings with potential exposure to patient care areas.
• Flexibility to work extended hours as needed.
• Frequent interaction with patients, providers, clinical staff, and other departments.
• Work may involve periods of high activity, interruptions, and changing priorities.

PHYSICAL DEMANDS

• Ability to work in a fast-paced environment and handle multiple priorities.
• Ability to sit for extended periods while performing computer-based and administrative tasks.
• Frequent use of computers, telephones, and other standard office equipment.
• Ability to communicate effectively in person, over the telephone, and electronically.
• May require occasional travel between facility locations.

OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

BENEFITS: We believe in taking care of those who take care of our community. We’re proud to offer a comprehensive benefits package that puts your health and well-being first. With our flexible medical plan, you’ll have access to multiple in-network tiers, including top-quality care from Snoqualmie Valley Health, Eastside Health, and First Choice/First Health providers. The best part? Anyone covered under our plan can receive care at SVH at no cost! It's all about giving you the options and support you need to experience life’s great adventures.

• Medical
• Dental
• Vision
• Pharmacy
• Life and AD&D
• Retirement Plan
• Employee Assistance Program (EAP)
• Flexible Spending Account (FSA)
• Travel Assistance & ID Theft Protection
• Pet Insurance
• Other Voluntary Benefits

Benefit Eligibility Requirements - Employees regularly scheduled at least 20 hours per week.

Employee Dependents - Your legal spouse or domestic partner; dependent children until age 26.

Waiting Period - 1st of the month from the date of hire.

PLEASE NOTE

• The flu shot (during flu season) is required for employment, with exemptions available for valid medical or religious reasons.
• Snoqualmie Valley Health is a drug-free workplace. We complete drug screenings as a part of our onboarding process.