Scheduling Specialist, Surgery
Massachusetts General Hospital(MGH)

Boston, Massachusetts

Posted in Health and Safety

Job Info


Under general supervision, provides a broad level of administrative support to a physician, medical practice or clinic for patient care and administrative activities. Works independently to execute job responsibilities and tasks. Works with the physician, staff members and management to ensure a quality-based, customer-oriented flow of work. Utilizes discretion and judgment to organize priorities, complete tasks and handle confidential patient information. Utilizes well established skills and experience to perform a wide range of administrative responsibilities, including surgical scheduling, and all components related to scheduling surgery such as coordinating patient appointments, testing, etc.


  • Schedules patient appointments; coordinating with others as appropriate. Provides information to physician as appropriate.
  • Refers patients to appropriate hospital departments for registration, referral and financial services as needed.
  • Obtains, provides and maintains medical records in support of surgeries, billing and other needs.
  • Maintains high level of knowledge and skill in the use of appropriate electronic systems to obtain and provide information. Monitors and uses systems to execute tasks, such as Epic, Outlook, Surgical Oncology Administrator, etc. May be identified as super user for these systems and may train staff on their use.
  • Arranges and/or provides information and visit support to patients and their families, such as distributing maps, information regarding procedures and interpreter services.
  • Prepares for patient visits by placing appointment and surgery reminder calls, printing forms and ensuring physician and office is prepared to provide for patient surgery.
  • Obtains referral information related to surgery, prepares billing materials as required for both surgical, inpatient and outpatient billing needs.
  • Provides high level of coordination and office support to meet physician needs. This includes maintaining operating room schedules and OR block time management, collaborating with various hospital and surgical offices related to scheduling the appropriate needs for surgery, which may include co-surgeon collaborations, interventional radiology, intraoperative chemotherapy, nuclear medicine, and breast imaging testing. Must also provide high level of support to maintain licensure, dictation and Epic support, correspondence with physicians, patients and other offices or agencies
  • Provides and coordinates patient appointments to include processes related to cancelled appointments and surgeries.
  • Functions as a point person for all surgical and administrative questions/issues. Interacts in a courteous manner with physicians, nurses, and administrative staff within and outside of MGH to coordinate care of patients, obtain referrals, provide feedback, answer questions, etc.
  • Provides direct scheduling support for designated physicians, and provides cross coverage support as needed
  • Keeps management informed of all upcoming scheduling problems/conflicts, including insurance/referral related issues.
  • Maintains physician's office to include calendar management, travel, office reception, mail processing, correspondence and reports and related responsibilities of a secretarial nature. Ensures timely renewal and maintains files of physician's medical license(s), DEA certificate, professional liability insurance, etc. Prepares and maintains files of hospital and managed care plan credentialing documents. Ensures office is operating efficiently by performing duties to monitor and address needs such as order supplies, maintain files and obtain literature.
  • Organizes materials and information for processing of invoices and reimbursements, updating and communicating on-call schedules and for use in presentations made at national meetings. Establishes and maintains databases for practice and physician use.
  • Arranges for outside visitors, medical students, etc. as requested by physician.
  • Cross covers other staff members, e.g. breaks, lunches, vacations, during variations in work flow as needed.
  • Participates in periodic staff meetings or other departmental meetings.
  • Perform/participate in special projects as may arise from time-to-time.
  • Arranges patient surgeries by scheduling pre-surgery appointments and testing; reschedules as needed. Obtains all required authorizations and referrals in advance of surgery. Provides information to Admitting in a timely manner.
  • Utilizes Epic to schedule surgeries electronically. Updates physician calendar to block surgery schedule. Communicates any special circumstances to the physician. Distributes surgical schedules.
  • Works with primary care and specialty offices to obtain patient historical data, reports, imaging studies, lab results or other information necessary for the coordination and completion of the surgery and patient care.
  • Ensures patients receive pertinent patient education information about their surgeries. Confirms completion of Consent for Surgery forms. Provides patients with pre-surgical instructions in a timely manner. Addresses or refers patient and family questions regarding surgery, insurance and administrative.
  • Work effectively and efficiently with insurance companies to obtain pre-authorization for any and all surgical procedures.
  • Maintains files to incorporate surgical information in paper and electronic patient and office files. This includes operative notes, discharge summaries and test reports.
  • May schedule post-operative appointments and testing.
  • Maintains understanding financial services and resources available to patients.
  • Organizes and forwards patient and procedure information for billing.
  • Receives communications from the MGPO billing office, and follows-up as appropriate in a timely manner.

  • Secretarial Certificate or Associate's Degree. Equivalent and additional secretarial/administrative experience may be considered in place of education.
  • Minimum of 3 to 5 years of secretarial experience. Experience in a healthcare setting helpful.

  • Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets) required.
  • Knowledge of EPIC is strongly preferred.
  • Good command of English language, including medical and scientific terminology.
  • Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
  • Ability to work independently or in a team environment.
  • Excellent interpersonal and customer service skills; ability to solve problems.
  • In-depth understanding of all pertinent medical insurances, managed care and patient financial services.
  • Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission (JC), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).

  • Normal office conditions.

  • No direct fiscal responsibilities; however, is responsible for prudent fiscal use of program resources (e.g., supplies). Ensures billable services are processed and submitted in a timely manner.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

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