Scheduler

Job Description

Overview

Position: Surgery/Procedure Scheduler

Schedule: Monday–Friday | 8:00 AM – 4:30 PM

Location: Fesler Hall (Hybrid)

Position Overview

This role is responsible for coordinating and maintaining physician procedure and surgery schedules to ensure optimal utilization with minimal gaps or unfilled slots. The Scheduler plays a critical role in supporting patient access, improving prior authorization (PA) processes, and reducing denials through proactive communication and documentation management.

Key Responsibilities

• Schedule all surgical procedures, diagnostic tests, and related services accurately and efficiently
• Responsible to manage PA denial transactions
• Proactively backfill cancellations and reschedules to maintain full schedules
• Coordinate with hospitals, surgical centers, and internal departments to secure scheduling availability
• Partner closely with the Prior Authorization (PA) team to ensure timely processing of procedures
• Monitor insurance denials and identify trends; communicate documentation requirements to physicians to reduce future denials
• Ensure timely receipt and verification of physician orders in compliance with regulatory guidelines
• Maintain accurate scheduling records, patient information, and related documentation
• Support charge audit functions and perform general administrative duties as needed

Success Metrics

• Reduction in gaps/unfilled procedural slots
• Improved efficiency and turnaround time in PA processes
• Decrease in insurance denials through proactive documentation support

Required Qualifications

• High school diploma or equivalent required
• Basic computer skills
• General knowledge of medical terminology and anatomy

Preferred Qualifications

• Medical office or healthcare scheduling experience
• Insurance verification experience
• Experience with Cerner scheduling
• Prior experience in a surgical or procedure-based environment

Ideal Candidate Profile

• Self-starter with strong attention to detail
• Comfortable with high-volume scheduling and working with a pain management population
• Not afraid of outreach/cold-calling to fill open slots
• Strong communication and coordination skills

Team Collaboration

• Works daily with the Prior Authorization team
• Coordinates scheduling with surgical centers, hospitals, and internal departments
• Communicates regularly with physicians and clinical staff

Training

• Standard organizational orientation followed by a structured 4-week training plan

Education/Certification (Preferred but Not Required)

• Medical Assistant (MA), LPN, or relevant clerical experience in scheduling and insurance

We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Indiana University Health is Indiana’s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. Our partnership with the Indiana University School of Medicine gives our team members access to the very latest science and the very best training, advancing care for all. We’re looking for team members who share the things that matter most to us. People who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day. People who are always ready to apply themselves.