Unit Scheduler (Temporary)

At Proliance Surgeons our patients come from all walks of life — and so do we. We hire and support people from diverse backgrounds, fostering growth and development to make Proliance a great place to work. Our unique experiences and perspectives help us deliver Exceptional Outcomes, Personally Delivered. We are proud to offer a comprehensive and competitive benefit and pay package including health coverage, 401k with match and profit share, PTO and more! For further details regarding Benefits and Washington State Minimum Wage details please visit our careers page at www.proliancesurgeons.com/careers. Compensation during the offer process will be determined based on factors such as compensation structure, experience, qualifications, and internal equity. Be Part of Who We Are! Position Summary The Unit Scheduler / Patient Referral Coordinator plays a key role in delivering excellent care by ensuring patients are referred efficiently and appropriately for specialty services and follow-up care. This role manages referral activities for the care center, ensuring timely scheduling, complete documentation, insurance coordination, and excellent communication with patients, providers, and external offices. Location: Proliance Puget Sound Orthopaedics - Tacoma Duration of assignment: 4-5 months Schedule: Monday through Friday, 8:00am - 4:30pm Key Duties and Responsibilities The key duties and responsibilities of the Patient Referral Coordinator include, but are not limited to: Referral Management Receive and process incoming referrals from primary care providers, internal clinicians, and external sources. Ensure referrals are complete, accurate, and meet insurance or clinic requirements. Coordinate patient appointments with specialty providers, ensuring timely access to care. Serve as the primary contact for referral-related inquiries from patients and provider offices. Track and follow up on referral statuses until completion or closure. Processes and validates all incoming online appointments and appointment requests, ensuring accurate scheduling and timely follow-up as needed. Notify relevant clinic staff of any delays, rescheduling needs, or cancellations. Insurance Coordination Verify insurance eligibility and benefits related to referred services. Obtain prior authorizations for referrals when required. Document authorization numbers and details in the patient’s chart and practice management system. Documentation and Communication Accurately enter referral details into the EMR and practice management systems. Maintain communication with patients regarding referral status and appointment scheduling. Collaborate with care team members to ensure all supporting documentation is available. Maintain confidentiality in accordance with HIPAA guidelines. Care Team Collaboration Work closely with clinical staff, medical assistants, and front office personnel to coordinate seamless patient care. Provide feedback to the care team about referral process changes or patient scheduling concerns. Assists with a provider’s clinic schedule to ensure efficient patient flow and appropriate appointment allocation, including clinic openings, closures, and other schedule adjustments as needed. Education/Experience High school diploma or its equivalent required, courses related to anatomy, biology, physiology or medical terminology a plus 1-2 years of experience in a medical office preferred Bachelor’s or Associate’s degree in related field preferred Knowledge, Skills and Abilities Attention to detail, excellent organizational and time management skills Ability to work both independently and as a team member Demonstrated ability to learn quickly and function well in a fast paced, high-pressure environment Great interpersonal skills; patient, composed, cooperative, and able to work well with patients, physicians, staff, and business associates Understanding of and adherence to all safety, risk management and precautionary procedures (OSHA/WISHA), including the consistent respect for confidentiality (HIPAA) Self-motivated; able to work following specific guidelines and in accordance with detailed instructions; measure self against standard of excellence, overcome obstacles and challenges with little supervision Ability to manage and prioritize multiple tasks efficiently while maintaining accuracy and timeliness Strong communication skills; able to interact professionally with external providers, patients, and internal teams Proficiency in using electronic health records (EHR) and practice management systems Ability to identify, research, and resolve scheduling discrepancies in a timely manner Knowledge of insurance verification and authorization processes, including understanding of bundle and single case agreements Ability to maintain confidentiality and comply with HIPAA regulations regarding patient data Strong problem-solving skills and ability to work under pressure with minimal supervision Ability to generate reports and analyze data for referral metrics and compliance tracking Ability to coordinate and communicate effectively with external providers, clinical staff, and patients Demonstrated ability to ensure all necessary documentation and forms are completed accurately and efficiently Work Environment/Physical Demands The work environment/physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable differently abled persons to perform the essential functions.