Surgery Scheduler & Prior Authorization Specialist

Fully Remote • CBO - Stillwater, MN 55082

• Salary Range: $21.04 - $27.06 Hourly
• Position Type: Full Time
• Job Shift: Day
• Travel Percentage: None

Midwest Spine & Brain Institute, LLC is seeking a detail-oriented Surgery Scheduler and Prior Authorization Specialist to join our healthcare team. In this vital role, you will serve as the primary bridge between our patients, surgeons, surgical facilities, and insurance providers to ensure every procedure is approved and scheduled seamlessly. You will manage surgical calendars, verify insurance coverage, secure timely prior authorizations, and guide patients through their pre-operative steps with clarity and compassion. If you thrive in a fast-paced clinical environment and take pride in delivering stress-free care coordination, we want to hear from you.

Professional Expectations

Communication and Call Management

• Representative triages all incoming and outgoing calls from patients, providers, hospitals, insurance companies, and vendors in a professional and timely manner.
• Return all calls within 24 hours; urgent matters are addressed immediately.
• Make repeated attempts to ensure direct communication, when necessary, not relying solely on voicemail.
• Leave clear, professional voicemail messages including name, callback number, and availability.
• Maintain clear and professional documentation of all patients, payers, and facility interactions.

Prior Authorization and Insurance Coordination

• Obtain and manage prior authorizations, pre-determinations, and related insurance approvals for surgical procedures and services.
• Interact with patients and their families in a professional, compassionate, and consistent manner throughout the authorization process.
• Work with insurance carriers, patients, providers, employers, attorneys, and other stakeholders to facilitate successful authorization and financing outcomes.
• Document all authorization activities accurately and timely using departmental tools and/or practice management systems.
• Follow established authorization policies and procedures, including timely communication through phone calls, electronic communication, and written correspondence.
• Minimum of weekly review, follow-up, and assistance with resolution of insurance denials.
• Provide accurate and timely follow-up to patients and insurance inquiries regarding authorization status, insurance coverage, medical necessity, and scheduling requirements.

Surgery Scheduling Accuracy and Timeliness

• Initiate patient contact to schedule surgery within 24 hours the authorization has been placed in the “Ready to Schedule” folder.
• Coordinate surgery scheduling with facilities, ensuring all details are accurate and complete.
• Enter all surgical cases are entered into the correct EMR system at the time of scheduling.
• Ensure all required components (facility, assisting surgeon and APP, equipment) are properly arranged at the time of scheduling.
• representative is expected to follow the departmental guidelines for prior authorization/surgery case work:
  • Cases marked urgent are authorized/scheduled first, followed by expedited cases, then standard cases.
  • Once all cases have been authorized and scheduled for assigned surgeon (or messages have been left with patients to schedule), representative is expected to email other team members to offer assistance.
  • Reach out to the Supervisor for additional duties if all other steps have been completed.

Patient Coordination and Education

• Provide patients with clear instructions regarding:
  • Pre-operative physicals
  • Location of MSBI surgery videos and how to view
  • Any required follow-up communications
• Make post-op appointments within 14-21 days of surgery with the appropriate provider.
• Ensure patients understand next steps and expectations throughout the surgical process.

Provider Schedule Management

• All calls, appointments, instrumentation, and authorizations need to be documented on the surgery ticket, in NextGen, and surgeon’s book.

• Maintain and review provider schedules in NextGen and on provider Outlook calendars, verifying accuracy for both.
• Ensure schedules are accurate and up to date for both MSBI and PSA cases.

Coordination with Facilities and Vendors

• Notify surgical facilities of all required details, including:
  • Special equipment needs.
  • Instrumentation requirements.
  • General surgeons/assisting APP.
• Communicate with instrumentation representatives promptly after surgery is scheduled and confirmed, or if surgery has been postponed or rescheduled.
• Coordinate ordering of Bone Growth Stimulators (BGS) when approved.

Organization & Time Management

• Prioritize tasks effectively to manage high-volume scheduling and communication demands.
• Meet all deadlines related to scheduling, documentation, and reporting.
• Maintain organization across multiple systems and responsibilities.

Compliance and Confidentiality (HIPAA)

Access to PHI (protected health information) including e-PHI (electronic protected health information), will be limited based on employee’s job duties. Requests to change access for individual employees due to job requirements will be reviewed by the Director of Revenue Cycle and/or Administration. Employees will follow Midwest Spine & Brain Institute’s established HIPAA privacy and security policies regarding PHI.

Qualifications

Competencies/Qualifications/Abilities/Work Style

Qualifications

• Knowledge of organizational policies, regulations, and procedures to administer patient care.
• Knowledge of medical equipment and instruments to administer patient care.
• Knowledge of common safety hazards and precautions, and use of personal protective equipment to establish a safe work environment.
• Skill in identifying problems and researching and recommending solutions.
• Skill in preparing and maintaining records in written reports.
• Skill in developing and maintaining department quality assurance.
• Skill in establishing and maintaining effective working relationships with patients, medical staff, and the public.
• Ability to maintain quality control standards.
• Ability to react calmly and effectively in emergency situations.
• Ability to understand, adapt and apply guidelines and procedures.
• Ability to communicate clearly.
• Requires providing ideas and participating in the implementation of such ideas to improve quality and/or patient satisfaction, reduce costs or improve employee work life.

Abilities:

• Technology proficiency: Microsoft products, including Word, Excel, PowerPoint, and Office. Also, proficient use of Google Analytics for reporting and analysis with Administrator.
• Time Management Skills. Ability to efficiently manage one’s time and work independently from a variety of locations.
• Active Learning. Proficient understanding of the implications of latest information for both current and future problem-solving and decision-making.
• Service orientation. Consistently aspires to determine opportunities to help referring providers and customers improve their experience.
• Oral comprehension. Effective listening skills that include understanding information and ideas presented via spoken words and sentences.
• Written comprehension. Ability to communicate information and ideas in writing so others will understand.
• Problem Sensitivity. Ability to recognize a problem that currently exists or a problem that is likely to occur.
• Inductive Reasoning. Ability to combine pieces of information to form general rules or conclusions, including finding a relationship among unrelated events.
• Deductive Reasoning. Ability to apply general rules to specific problems to produce answers that make sense and allow for the development of a corrective action plan.
• Critical thinking. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Work Style:

• Integrity. Honest and ethical behavior in all actions.
• Independence. Ability to work from a variety of locations with little supervision and the ability to get things done autonomously.
• Social Orientation. Preference to working with others rather than alone. Ability to connect with others on the job.
• Concern for Others. Sensitivity to the needs of others.
• Adaptability/Flexibility. Open to change and variety of workload.
• Attention to Detail. Thorough and complete in activities and follow-up to determine successful tasks to repeat and others to change or remove.
• Dependability. Reliable, responsible, and dependable in fulfilling obligations of the job and interaction with others.
• Self-Control. Ability to maintain composure, keep emotions in check, even in demanding situations.
• Stress Tolerance. Ability to accept criticism to improve performance.
• Cooperation. Pleasant attitude with others.

Work environment

• Occasionally, requires working irregular hours.
• Requires ability to work under stressful situations with high concentration and attention to detail.
• Requires good attendance.
• Requires ability to work under supervision and with co-workers.

Physical demands

• Requires full range of body motion including handling and lifting patients, manual and finger dexterity, and eye-hand coordination.
• Requires standing and walking for extensive periods of time.
• Occasionally lift and carry items weighing up to fifty pounds.
• Requires corrected vision and hearing to normal range.

Travel required: Minimal. Remote work optional.

Required education and experience. High school, GED. Experience in surgery scheduling or prior authorization in a specialty clinic.

Preferred education and experience. High school GED. Experience working in a spine surgery clinic.