Medical Scheduler (Anesthesia)

Apollo Anesthesia Associates

We are seeking a dependable, detail-oriented Medical Scheduler (Anesthesia) to coordinate daily anesthesia coverage across a high-volume, multi-facility practice. This role owns the daily schedule from end to end—receiving case schedules from surgery centers, assigning M.D. anesthesiologists and CRNAs, and resolving same-day changes, add-ons, and call-offs quickly and cleanly. The ideal candidate is calm under pressure, communicates clearly with surgery center staff and providers, and understands that accurate scheduling data drives both clinical coverage and downstream billing.

Pay Range: $55,000 - $75,000

Key Responsibilities:

Build and maintain the daily and weekly anesthesia coverage schedule across all contracted facilities, ensuring every case is assigned to an appropriately credentialed provider.
Receive, review, and confirm case schedules from surgery centers and surgeon offices; track add-ons, cancellations, block time changes, and start time shifts throughout the day.
Serve as the primary point of contact for providers regarding assignments, availability, time off, and schedule changes; confirm coverage in advance and follow up on unconfirmed shifts.
Manage same-day coverage issues—call-offs, delays, running rooms, and unexpected add-ons—by quickly identifying and securing replacement coverage.
Verify that assigned providers are credentialed and active at the facility before scheduling; escalate credentialing gaps to the credentialing team ahead of the date of service.
Maintain accurate provider availability records, PTO calendars, and rotation preferences; forecast coverage gaps and flag staffing shortfalls to leadership early.
Enter and maintain complete, accurate case data in the master case log—date of service, facility, provider, surgeon, procedure, and anesthesia and provider start/end times.
Coordinate closely with the billing team to ensure scheduling data supports clean claim submission; research and resolve discrepancies between the schedule, anesthesia records, and billed cases.
Track provider hours against minimum hour guarantees and communicate scheduling decisions that affect coverage cost and utilization.
Distribute daily assignments and next-day schedules to providers and facility contacts within established timelines.
Build and maintain working relationships with surgery center schedulers, OR managers, and administrative staff; respond promptly and professionally to all coverage requests.
Maintain organized documentation of schedule changes, coverage confirmations, and communications for continuity and reporting purposes.
Ensure strict adherence to HIPAA, privacy requirements, and internal policies when handling patient schedules and PHI.

Qualifications & Requirements:

Minimum 2 years of scheduling, staffing coordination, or medical office experience in a fast-paced healthcare setting.
Proven ability to manage a high volume of moving parts and make quick, sound decisions under time pressure.
Strong understanding of surgical and procedural workflow, including block time, turnover, add-ons, and case duration.
Proficiency with Google Workspace, especially Google Sheets, as well as comfort working across multiple systems, portals, and shared calendars.
Excellent verbal and written communication skills; professional and responsive with providers, surgeons, and facility staff.
High attention to detail and strong follow-through—confirming rather than assuming coverage.
Ability to work independently, maintain confidentiality, and remain reachable and responsive during early morning and same-day coverage windows.
Comfortable handling schedule conflicts and last-minute changes with diplomacy and composure.

Preferred Qualifications:

Anesthesia scheduling experience, or experience scheduling providers across multiple facilities, is a significant advantage.
Familiarity with ambulatory surgery center (ASC) operations and Southern California facility workflows.
Understanding of anesthesia documentation and time capture, and how scheduling accuracy affects billing and reimbursement.
Experience with provider credentialing timelines and facility privileging requirements.
Experience building or maintaining schedule trackers, coverage dashboards, or utilization reports.

Key Skills:

Strong organization and the ability to prioritize competing urgent requests
Calm, clear communication in time-sensitive and high-stakes coverage scenarios
Proactive problem-solving and contingency planning
Accuracy and consistency in data entry and documentation
Reliability, ownership, and a service-oriented approach to providers and facility partners

If interested, please send your resume to Susan Eckert at susan.eckert@miraclemilegroup.com.

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