Summary
Overview
Work History
Education
Skills
LANGUAGES
Timeline
Generic

Jessica Ruvalcaba

Chula Vista

Summary

Experienced scheduling professional with strong focus on patient coordination and administrative efficiency. Adept at managing complex schedules, ensuring seamless communication between medical teams, and adapting to evolving needs. Known for collaborative mindset, reliability, and achieving optimal outcomes in fast-paced healthcare environments. Proficient in medical terminology, electronic health records, and patient care coordination.

Overview

8
8
years of professional experience

Work History

Surgery Scheduler

Coast Surgical Group
04.2024 - Current
  • Provided excellent customer service by responding promptly and accurately to patient inquiries regarding procedures and appointments.
  • Efficiently managed patient scheduling and registration processes, ensuring accuracy of information and compliance with HIPAA regulations.
  • Developed strong relationships with surgeons and office staff to facilitate an efficient workflow.
  • Coordinate surgical procedures by aligning patient needs with surgeon and facility availability across multiple hospitals and surgery centers.
  • Serve as primary point of contact for patients from initial consultation through post-operative care, ensuring seamless communication and support.
  • Schedule and verify all necessary pre-operative testing, labs, and imaging; ensure records are complete and available for surgical review.
  • Secure insurance prior authorizations and referrals, maintaining detailed records of patient coverage and requirements.
  • Communicate surgery details clearly to patients in both English and Spanish, ensuring understanding and preparedness.
  • Manage and update all general surgery and physician assistant schedules, including clinic visits and surgical assists.
  • Demonstrate proficiency in EMR systems and office technologies to ensure accurate, timely scheduling and documentation.
  • Provide cross-functional support to administrative and clinical staff, adapting to shifting priorities in a fast-paced medical office.
  • Maintain strong, respectful professional relationships within the practice and with external facility staff to optimize scheduling coordination.

Buyer

Miller CNC
02.2023 - 04.2024
  • Generated purchase orders and maintained accurate records of all procurement transactions.
  • Negotiated and finalized purchase orders with suppliers, ensuring best quality, price and delivery terms.
  • Evaluated existing processes for procurement activities, identified opportunities for improvement and implemented changes accordingly.
  • Monitored deliveries from suppliers against agreed upon timelines while also managing expectations of internal customers.
  • Analyzed vendor performance metrics to assess current supplier base and identify areas for improvement.
  • Identified alternative sources of supply when necessary due to shortages or delayed delivery times.
  • Collaborated with logistics teams to ensure timely delivery of purchased items.
  • Developed strong relationships with vendors to ensure timely completion of projects within budget.
  • Managed day-to-day operations of the company's inventory system in order to maintain accurate records of stock levels.
  • Kept inventory levels within safety stock and target quantity levels.
  • Contacted suppliers regarding errors in partial or duplicated shipments, prices and substitutions.
  • Analyzed pricing trends, negotiated contracts, and implemented cost-saving measures.

Program Coordinator

CU Medicine Orthopedics
04.2021 - 05.2023
  • My duties include Works with Operations Management to implement identified needs for the program such as faculty recruitment, scheduling, additional certifications, and logistics.
  • Manages projects and process improvement activities related to their program reports on progress, and ensures deadlines are met.
  • Assists with academic and clinical scheduling for faculty support including the Qgenda system.
  • Coordinates meeting space needs on and off campus; coordinates events, including selecting and scheduling the venue.
  • Manages faculty calendars and meeting coordination by using email/MS Outlook.
  • Process procurement requests, travel arrangements (including international), and reimbursements for providers using COR360 and Concur.
  • Manages provider licensing, certifications, memberships, and hospital credentialing.
  • Recruitment and onboarding support for new providers.
  • Scheduling and billing for medical legal requests.
  • Collaborated with internal teams across departments to ensure effective operations of the program.
  • Facilitated program meetings, conferences, and workshops.
  • Identified and implemented program improvements to enhance performance.
  • Organized and facilitated workshops, meetings, and training sessions for participants.
  • Scheduled and organized program-related meetings and events.
  • Maintained compliance with all regulations relevant to the program activities.
  • Analyzed program results and developed recommendations for improvement.
  • Coordinated logistics for multiple events including travel arrangements, catering.
  • Managed databases containing participant information and program metrics.
  • Created and managed budgets to support program activities.
  • Conducted research to identify best practices related to program objectives.
  • Kept team members up-to-date with relevant project information.
  • Monitored project budget by tracking expenditures and transactions.
  • Scheduled details of program and events based on agendas.

Vein Specialist Coordinator/Lead Medical Assistant/ Social Media Coordinator

Cardiovascular Institute of San Diego
04.2018 - 02.2021
  • This includes working with patients to arrange and schedule referral appointments for 3 offices.
  • I assist the providers when performing vein procedures (EVLT's, Varithena's, sclerotherapy, and phlebectomies)
  • Providing patients with referrals to other care providers, managing incoming patient referrals, or both.
  • Calling insurance companies for patients to obtain benefits and precertification.
  • Establish close working relationships with diagnostic imaging centers to facilitate urgent scheduling
  • Expedite patient referrals to specialty offices, imaging facilities, and faxing medical records
  • Marketing both in person and on social media.
  • Medical billing and coding.
  • Assisted in training new medical assistants on proper use of medical equipment and safety protocols.
  • Exhibited strong leadership skills in managing the medical assistant staff and providing guidance for daily workflow processes.
  • Provided support to other clinical personnel by answering phones, scheduling appointments, coordinating referrals and authorizations.
  • Assisted physicians during examinations by preparing exam rooms, setting up equipment and instruments, and stocking supplies.
  • Maintained compliance with HIPAA regulations while handling confidential patient information.
  • Documented medical data in patient charts, facilitating accurate records.
  • Displayed strong organizational skills when managing multiple tasks simultaneously within fast-paced environment.
  • Processed incoming lab results accurately into Electronic Medical Records system.
  • Utilized excellent communication skills when interacting with patients to ensure accurate information was collected.
  • Worked interdependently with other professionals to provide quality health care to patients.
  • Assessed patient needs through observation of symptoms and communicated findings to healthcare team members.
  • Demonstrated ability to provide direct patient care, including taking vital signs, performing EKGs, administering injections, and assisting with minor surgeries.
  • Performed clerical duties such as filing paperwork, maintaining medical records, ordering supplies and completing insurance forms.

MRI Scheduler

Sharp and Children's MRI Center, Scribe
03.2017 - 06.2018
  • As a scheduler, my focus was to quickly and ef ficiently schedule patients for their MRI's
  • Along with scheduling other responsibilities include coordinating schedules with other departments that all the orders, authorizations, and insurance information are correct and up to date.
  • Great telephone etiquette was very important in my day to day tasks.
  • Provided support to staff members regarding their schedules or any changes that need to be made.
  • Prepared documents such as memos, letters, emails or spreadsheets required for operational tasks.
  • Provided technical assistance regarding scheduling-related inquiries from customers or clients.
  • Collaborated with departments across the organization on scheduling initiatives and solutions.
  • Performed data entry into computer systems for tracking purposes.
  • Answered phones, returning messages to schedule appointments.
  • Coordinated appointments according to established scheduling guidelines.

Education

Bachelors of Science - Business

University Of Phoenix
San Diego, CA
01.2017

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UEI College
Chula Vista, CA
01.2015

Skills

  • Project Coordination
  • Data Management Familiarity
  • Office Administration
  • Standard Operating Procedure
  • Generating Schedules
  • Accounts Payable and Accounts Receivable
  • Data Verification
  • Supplier Oversight
  • Pricing Knowledge
  • Vendor Negotiations
  • Quality Assurance

LANGUAGES

Spanish
Fluent

Timeline

Surgery Scheduler

Coast Surgical Group
04.2024 - Current

Buyer

Miller CNC
02.2023 - 04.2024

Program Coordinator

CU Medicine Orthopedics
04.2021 - 05.2023

Vein Specialist Coordinator/Lead Medical Assistant/ Social Media Coordinator

Cardiovascular Institute of San Diego
04.2018 - 02.2021

MRI Scheduler

Sharp and Children's MRI Center, Scribe
03.2017 - 06.2018

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UEI College

Bachelors of Science - Business

University Of Phoenix

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Jessica Ruvalcaba