Medical Assistant Scheduler - Vascular/Vein

POSITION SUMMARY

The Medical Assistant Scheduler for the Vascular and Veinservice lineplays a vital role in coordinating patient care, combining administrative schedulingexpertisewith clinical support duties. This positionis responsible forscheduling vascular surgeries and procedures, obtaining insurance authorizations, and ensuringtimelycommunication between patients, providers, and external facilities. The MA Scheduler alsoassistswith in-office vascular procedures, patient education, and documentation, while helping maintain clinic readiness and supporting high-quality, patient-centered

ESSENTIAL FUNCTIONS:

• Supports vascular in-office procedures, including staple and suture removal, perm catheter insertion/removal, wound cleansing, bandaging, and other minor procedures as directed by the provider.

• Assumes the scrub tech role by prepping and draping patients using steriletechniquefor vein procedures.

• Assistssurgeons during sterile procedures, cleans and bandagespatientspost-procedure, and monitors patient recovery.

• Cleans, sterilizes, and prepares instruments following procedures.

• Prepares tumescent anesthesia for each procedurein accordance withprovider instructions.

• Cross-trains in insurance predetermination and front office responsibilities to ensure adequate coverage during staff absences.

• Answers all clinical calls from patients and returns calls ina timelyand professional manner.

• Coordinates with dialysis clinics to schedule office visits and procedures around patients’ dialysis sessions.

• Works with vascular ultrasound sonographers to ensureappropriate studies(e.g., duplex, ABI, vein mapping) are ordered andalignsimaging appointments with same-day office visits whenappropriate.

• Collaborates with referral coordinators toexpediteappointments and imaging for urgent or dialysis-access patients, including placing ultrasound orders whenindicated.

• Coordinates with TSC Prosthetics for patients requiring prosthetic evaluation, fitting, or follow-up after amputation.

• Coordinates with skilled nursing facilities (SNFs), jails, and prisons to arrange testing, deliver physician orders, and schedule follow-up appointments for vascular patients.

• Ensuresaccurateandtimelycompletion of all MIPS (Merit-based Incentive Payment System) requirements for assigned providers.

• Coordinates outgoing referrals byinitiatingrequests, obtaining visit notes and reports, and notifying providers of incomplete referral follow-through by patients.

• Maintainsaccurate, complete, and compliant clinical documentation, including operative notes, orders, and authorizations.

• Educates and prepares patients for procedures, providing pre-operative instructions and addressing questions.

• Roomspatients and reviews/update medical histories, allergies, medications, and EMR records.

• Administers medications or injections as ordered (if certified), following safety protocols and clinical guidelines.

• Coordinates referrals to physical therapy and other specialties, including processing physician-signed orders.

• Manages patient flow by greeting patients,assistingwith check-in and check-out, and scheduling follow-up appointments.

• Answers and routes multi-line phone calls, ensuringtimelycommunication with patients, providers, and external partners.

• Prepares andmaintainsexam rooms, ensuring cleanliness, safety, and adequate medical supply levels.

• Orders, manages, and tracks durable medical equipment and laboratory supplies to ensure clinic readiness.

• Responds promptly to patient, provider, and clinical requests while adhering to clinic policies, procedures, and compliance standards.

• Performs other related duties as assigned.

QUALIFICATIONS AND REQUIREMENTS

• High School Diploma or GED isrequired.  

• Graduate of Medical Assistant Training Program or 6-monthsrecent Medical Assistant experience in a healthcare settingrequired.

• BLS certification isrequiredor must be obtained within three months of hire. 

• Completion of a Medical Assistant training program and/or certification (CMA, RMA, or CCMA) is preferred.

• A minimum of one year of prior surgery scheduling experience in a clinical/surgical setting is preferred.

• Previousvascular or vein specialty clinic experience is preferred. 

• Familiarity with vascular procedures such as catheter care, wound care, and suture/staple removal is preferred.

• Knowledge of dialysis scheduling and coordination of vascular access patients is preferred.  

• Experience working with vascular ultrasound and imaging coordination preferred. 

• Maintain quality OSHA Controls/HIPAA compliant 

• Proficient in EMR systems (preferablyeCW) and Microsoft Office. 

• Ability to multitask and prioritize in a fast-paced environment.