Surgery Coordinator

Central Florida Eye Specialists•Lake Mary, FL

About The Position

The Surgery Coordinator manages administrative and clinical support activities related to scheduling surgical procedures for ophthalmology patients. The role coordinates care among patients, surgeons, surgical facilities, anesthesia teams, insurance providers, and clinical staff to support an efficient surgical schedule, accurate documentation, and a positive patient experience. The coordinator schedules surgeries and related appointments, coordinates pre-operative testing and clearances, confirms equipment and supplies, manages insurance authorizations, and communicates with patients about surgery preparation, costs, recovery, and follow-up. The role also prepares surgical documentation, supports post-operative care and triage, maintains surgery records, and helps ensure compliance with applicable organizational, medical, regulatory, and HIPAA requirements. Travel to practice locations may be necessary.

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 preferred.
Nextech/ICP experience strongly preferred.

Responsibilities

Schedule ophthalmic surgeries according to surgeon availability and facility requirements.
Coordinate pre-operative testing, including biometry, OCT, topography, labs, and primary-care clearance, as required.
Confirm that necessary equipment, intraocular lenses, and special supplies are ordered before procedures.
Coordinate, process, and route required paperwork and provide complete documentation relevant to patient treatment.
Obtain surgery pre-authorizations, verify 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 pre-operative and post-operative instructions and educational materials.
Answer patient questions about preparation, recovery, medications, and timelines through available communication methods.
Schedule post-operative appointments and support post-operative triage needs and patient questions.
Explain cataract and refractive surgery options, including premium IOLs, monovision, target refractions, laser vision correction, and phakic IOLs where applicable.
Discuss benefits, risks, candidacy, expected outcomes, recovery timelines, activity restrictions, and realistic expectations, following surgeon guidance and avoiding clinical promises or guarantees.
Review out-of-pocket costs, financing options, and payment timelines according to practice policy.
Track post-operative care and surgical outcomes and follow up on required rescheduling.
Maintain accurate waitlists and optimize surgeons’ block time.
Serve as the primary patient contact 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, ambulatory surgery centers or hospital teams, anesthesia, and referring providers.
Maintain current documentation and knowledge regarding co-management with referring providers and ensure compliance 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, and protect patient information under HIPAA guidelines.