Surgery Scheduling

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About The Role


The Kansas City Orthopedic Alliance is dedicated to providing an inclusive, diverse, welcoming, team-oriented job environment that affords our employees an opportunity to grow and excel in their positions. Our commitment is to each other and our patients. This allows us to deliver the gold standard of patient care, communication, treatment and outcomes at every step of the healthcare process. Customer service, empathy and logic will drive our decision-making and influence our culture of selflessness and charity. This team is greater than the sum of its parts, but each individual’s contribution will lead to the ultimate success of our company.

Essential Physical Demands:

Inability to meet one or more of these physical and/or mental requirements will not automatically disqualify a candidate, or employee from the position. Upon request for a reasonable accommodation, the Company may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation.

  • Hearing: Adequate to perform job duties in person and over the telephone.
  • Speaking: Must be able to communicate clearly to patients in person and over the telephone. 
  • May require frequent sitting or standing, and repetitive hand movements (specifically keyboarding and writing throughout a regular work shift).  

Essential Responsibilities

  • Daily responsibility for scheduling surgeries, calling patients and outside facility’s
  • Using the patient portal to communicate with patients, tasking, creating surgery letters and tickets, tracking clearances/labs. 
  • Responsible for scheduling these appointments in an efficient and timely manner, communicating with MD and all other related departments.  
  • Appropriately interacts with patients and outside public in a polite, prompt, helpful manner
  • Provides any necessary instruction or direction to patients regarding surgery, pre-testing appointments and post-op instructions 
  • Answers phone calls, provides information in a courteous manner, and takes concise task messages.
  • Schedules/reschedules & coordinates surgeries, outpatient appointments and admissions as requested and communicating the same to patients and providers and care team
  • Obtains, verifies and updates patient information as necessary. 
  • Communicates with other billing or medical staff as needed for appropriate patient support either verbally or via computer.
  • Maintains Provider’s schedules and communicates when necessary any suggestions to providers and clinical staff for improvements or changes to the schedule if appropriate.  
  • Obtains authorization when patient is a direct admit. 
  • Works and maintains records in an organized fashion in order to allow others to locate critical information 
  • Ensures surgery ticket is properly coded using the CPT/ICD 10 Guidelines.
  • Notifies the equipment reps when you have scheduled a case that will need their equipment.
  • Assists with the management of physician’s operating room (OR) block time 
  • Track the surgical clearance and labs, any abnormal labs or clearance issues that needs to be addressed by primary care.

Additional Responsibilities:

  • Assists with referral coordination as it relates to surgical authorizations, as well as entering and attaching appropriate insurance referrals and documentation to surgical appointments and surgery tickets, if designated surgical authorization personnel are unavailable.
  • Other duties as assigned by direct supervisors or physicians
  • Assists others in the scheduling department with the completion of their job duties as necessary.
    Open line of communication with clinical staff; may be needed to confirm pre-cert is complete


  • Ability to use office equipment including fax, phone, computer and copy machine
  • Skill in verbal and written communication 
  • Skill in customer service principles by creating a comfortable atmosphere for patients and co-workers and external agencies
  • Skill in answering the telephone in a pleasant and helpful manner
  • Ability to speak clearly and concisely
  • Ability to read, understand and follow oral, and written instruction.
  • Ability to handle multiple projects simultaneously and set priorities
  • Must be a self-motivator, organized and detail oriented 
  • Display empathy for patients experiencing a variety of emotional responses


  • High School diploma or GED.  
  • Minimum of two years of  experience including at least one year experience in a medical setting is preferred
  • Knowledge of  medical terminology is preferred
  • Knowledge of health insurance policies and requirements is preferred

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