Surgery Coordinator

Eye Center of St. Augustine•Palatka, FL

13h

About The Position

The Surgery Coordinator manages administrative and clinical support activities related to scheduling ophthalmic surgical procedures. The role coordinates patients, surgeons, surgical facilities, anesthesia teams, insurance providers, and clinical staff to support efficient surgical scheduling, accurate documentation, and a positive patient experience. The position also supports patients throughout the surgical process, including education, preparation, postoperative follow-up, and questions.

Requirements

High school diploma or equivalent.
At least 2 years of experience as a Surgical Scheduler/Coordinator or in an equivalent role.
Experience with EHR software.
Knowledge of contracted insurance plans and procedures.
Strong communication and interpersonal skills.
Ability to work in a fast-paced clinical environment.
Ability to travel to all practice locations as necessary.

Nice To Haves

Ophthalmology experience.
Experience with Nextech/ICP.

Responsibilities

Schedule ophthalmic surgeries according to surgeon availability and facility requirements.
Coordinate required preoperative testing, including biometry, OCT, topography, laboratory tests, and primary care clearance.
Ensure equipment, intraocular lenses, and special supplies are ordered before procedures.
Coordinate, process, and route required paperwork and maintain complete documentation pertinent to patient treatment.
Obtain surgery pre-authorizations, verify insurance coverage and benefits, and document authorization details in the EMR.
Communicate insurance requirements to patients, provide cost estimates, and discuss financial responsibility when appropriate.
Contact patients to confirm surgery dates, arrival times, and instructions.
Provide preoperative and postoperative instructions and education materials; answer questions about preparation, recovery, medications, and timelines.
Schedule postoperative appointments and support postoperative triage, follow-up, and patient feedback activities.
Explain surgical options, candidacy, risks, benefits, expected outcomes, recovery timelines, activity restrictions, and realistic expectations in patient-friendly terms.
Coordinate MIGS patient scheduling, referrals, and procedural logistics.
Align recommendations with patient lifestyle goals and surgeon guidance, and document patient preferences, questions, and decisions.
Review out-of-pocket costs for premium lenses and refractive procedures, financing options, and payment timelines according to practice policy without making clinical promises or guarantees.
Track postoperative care and surgical outcomes, follow up on rescheduling, maintain waitlists, and optimize surgeon block-time usage.
Serve as a primary point of contact for patients throughout the surgical process and provide compassionate support.
Complete additional tasks or projects as directed and attend Ambulatory Surgery Center meetings as needed and approved by management.
Prepare and maintain surgical packets, consent forms, charts, and operative documentation.
Coordinate communication among surgeons, ASC or hospital teams, anesthesia, and referring providers.
Maintain current documentation and knowledge regarding co-management with referring providers and comply with scheduling requirements.
Ensure medical clearances are completed and documented as needed and that documentation meets regulatory, medical, and organizational standards.
Maintain accurate logs of surgeries, cancellations, and reschedules.
Protect patient information in accordance with HIPAA guidelines.