Connecting You to Maine's Top Employers

Overview:
We are seeking a highly organized and detail-oriented Surgical Scheduler to join our healthcare client in downtown Portland, ME. This position will be responsible for coordinating surgical procedures, obtaining authorizations and referrals for procedures, and ensuring seamless communication between patients, providers, and insurance companies.

Position Details:

This position is full-time Monday through Friday (40 hours/week), and is 100% on-site in Portland, ME.

This is a temp-to-hire (12-week contract) position that will convert into an official position for the right candidate.

Duties:

Surgical Scheduling & Coordination

• Schedule surgical procedures in accordance with surgeon availability, operating room block time, and facility requirements
• Coordinate with network locations and scheduling departments to secure operating room time
• Schedule necessary pre-operative appointments, testing, imaging, and post-operative follow-up visits for patients
• Manage changes to surgical schedules, including cancellations, reschedules, and urgent add-ons

Patient Communication & Support

• Communicate surgery dates, times, locations, and pre-operative instructions to patients clearly and compassionately
• Obtain and review patient demographic, insurance, and clinical information prior to scheduling
• Serve as a point of contact for patient questions related to surgery scheduling and preparation
• Ensure patients understand required pre-operative clearances and documentation

Authorization & Documentation

• Obtain insurance authorizations and referrals for surgical procedures as required
• Verify insurance benefits and coverage related to surgical services
• Ensure all required documentation (consents, orders, H&Ps, prior authorizations) is complete and submitted timely
• Maintain accurate and up-to-date records in the electronic medical record (EMR)

Collaboration & Workflow Management

• Work closely with surgeons, advanced practice providers, nursing staff, anesthesia, and OR teams
• Communicate changes or updates to all relevant stakeholders in a timely manner
• Participate in daily or weekly surgical schedule reviews and block utilization optimization
• Identify and resolve scheduling conflicts or barriers proactively

Compliance & Quality

• Adhere to organizational policies, regulatory standards, and HIPAA guidelines
• Maintain patient confidentiality at all times
• Support quality initiatives related to surgical access, efficiency, and patient satisfaction

Required/Preferred Qualifications:

• Required: High school diploma or equivalent required; associate degree preferred
• Required: Minimum of 1–2 years of experience in a medical office, healthcare coordination, or surgical scheduling role
• Required: Knowledge of medical terminology, particularly surgical procedures
• Required: Experience with EMR systems and scheduling software
• Required: Strong organizational, time management, and multitasking skills
• Required: Excellent verbal and written communication skills
• Preferred: Experience scheduling minimally invasive or specialty surgical procedures
• Preferred: Familiarity with insurance authorization processes and surgical coding basics