Surgery Scheduler

City of Hope
Pasadena, California
Closing date
May 31, 2022

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Life Sciences
Position Type
Full Time
Organization Type

Job Details

About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope's translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope's specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation's "Best Hospitals" in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope's commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

Oversees daily operation, schedules patients for surgery, and coordinates operating room schedules of multi-disciplinary, multi-site surgeons. Assists Practice Administrator or Director in managing day to day operations of all medical departments at times.

Key Responsibilities include:
  • "Opens" or "Closes" the surgical department each day, according to office policy
  • Assists Practice Administrator and/or Director of Practice Management with daily operational duties, if needed, at times when the Director is off premises, such as: Oversees front office staff for all other departments, processes invoices and daily deposits
  • Schedules and completes any active work list items (including: all pre-op orders, laboratory and diagnostic studies) as ordered by the surgeon in the EMR
  • Counsels patients concerning scheduled surgery, financial obligation and gives preoperative instructions
  • Requests authorization and/or pre-certification from health plans prior to scheduled surgery for surgical procedure and hospital days
  • Arranges for assistant surgeon coverage and proctorship coverage as needed
  • Schedules surgeries within established surgical block times with affiliated hospitals as requested by surgeons
  • Enters surgical scheduling information into practice management software.
  • Prepares complete surgical packets and scans into electronic medical record
  • Monitors daily copay report for department and assures collection of copays and patient financial responsibility at the time of check in by medical receptionists.
  • Assures surgeons' outpatient schedules are on time and communicates with support staff when there is a delay
  • Informs patients in the reception area when surgeons are running behind-offers to reschedule patients.
  • Screens visitors. No non- patient or family visitor may visit the medical floors without a prescheduled appointment
  • Ensures all faxes are cleared off the machine and distributed throughout the day
  • Ensures patient reception areas are neat and clean at all times throughout the day
  • Ensures incoming reports are scanned to medical records throughout the day.
  • Ensures physician requests are monitored throughout the day, via EMR, phone, email or verbal instruction
  • Assists Practice Administrator and/or Director of Practice Management and/or Director of Clinical Operations with orientation of new employees
  • Maintains company code of conduct and patient confidentiality as regulated by HIPPA
  • Assures daily payment batches are prepared and forwarded to corporate finance department
  • Assures all office supply inventory for the department is maintained and ordered when supplies are low
  • Attends all regular staff meetings

Basic education, experience and skills required for consideration:
  • High school degree required
  • Two years work experience in a medical environment.

Required Courses/Training:
  • Medical terminology

Preferred education, experience and skills:
  • Two years medical office experience
  • EMR experience

Additional Information:
  • Full-time, day shift
  • Monday - Friday, 8:00am to 5:00pm
  • This position is represented by a collective bargaining agreement.
  • As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.


City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research.  City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

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