Surgery Coordinator

EyeSouth Partners•Oak Lawn, IL

6h•$19 - $20

About The Position

The Surgery Coordinator manages administrative and clinical support activities related to scheduling surgical procedures for ophthalmology patients. The role coordinates patients, surgeons, surgical facilities, anesthesia teams, insurance providers, and clinical staff to support an efficient surgical schedule, accurate documentation, and a positive patient experience. Responsibilities include scheduling ophthalmic surgeries, coordinating pre-operative testing and clearances, arranging equipment and supplies, securing insurance authorizations, communicating costs and preparation instructions, and supporting patients through post-operative care. The coordinator also provides patient-friendly information about cataract and refractive surgery options, maintains surgical records and packets, communicates with referring providers and facility teams, and protects patient information under HIPAA guidelines. The role may require travel to practice locations and attendance at Ambulatory Surgery Center meetings as needed and approved by management.

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 surgical facility requirements.
Coordinate required pre-operative testing, including biometry, OCT, topography, laboratory work, and primary care clearance.
Confirm that equipment, intraocular lenses, and special supplies are ordered before procedures.
Coordinate, process, and route paperwork to meet physician and facility requirements, maintaining complete and accurate treatment documentation.
Obtain surgery and diagnostic-test pre-authorizations, verify insurance coverage and benefits, and confirm coverage for special implants such as premium IOLs.
Document authorization details in the EMR and communicate requirements to patients.
Provide cost estimates and discuss patient 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.
Schedule post-operative appointments and support post-operative triage, follow-up, and patient feedback collection.
Explain cataract and refractive surgery options, candidacy, risks, expected outcomes, recovery timelines, restrictions, costs, and payment options without making clinical promises or guarantees.
Document patient preferences, questions, and decisions, aligning recommendations with lifestyle goals and surgeon guidance.
Track post-operative care and surgical outcomes and arrange rescheduling when required.
Maintain accurate waitlists and optimize surgeons’ block time.
Serve as a primary patient contact throughout the surgical process and provide compassionate support.
Prepare and maintain surgical packets, consent forms, charts, and operative documentation.
Coordinate communication among surgeons, ASC or hospital teams, anesthesia teams, and referring providers.
Maintain current co-management documentation and knowledge and ensure scheduling compliance.
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.
Attend Ambulatory Surgery Center meetings as needed and approved by management.
Complete additional tasks or projects as directed.
Travel to practice locations as necessary.