Surgery Scheduling Manager

Eye Clinic of Wisconsin•Wausau, WI

17h

About The Position

The Surgery Scheduling Manager is responsible for overseeing all aspects of surgical scheduling, coordination, and patient preparation—ensuring procedures (such as cataract, glaucoma, retina, and LASIK surgeries) are efficiently planned, compliant, and patient-centered. They contribute to organizational operations and support the mission by fostering interdepartmental communication and collaboration.

Requirements

5-7 years of job-related experience may be substituted in lieu of education
Strong leadership and organization skills
Knowledge of ophthalmic procedures and surgical workflows
Insurance and authorization expertise
Attention to detail and accuracy
Patient-centered communication
Data-driven decision making
Highly developed verbal and written communication, and organizational skills
Demonstrates the ability to analyze financial and operating information to make decisions

Nice To Haves

Degree in nursing or related field is preferred

Responsibilities

Oversee scheduling of all surgical procedures (e.g., cataract, LASIK, retina surgeries)
Coordinate surgeon availability and operating room (OR) time
Ensure proper allocation of surgical blocks and maximize OR utilization
Schedule pre-op and post-op appointments in alignment with surgical timelines
Manage urgent or add-on surgical cases
Supervise and train surgery schedulers and coordinators
Ensure staff understand ophthalmic procedures and terminology, and surgeon-specific scheduling preferences
Monitor staff performance, productivity, and accuracy
Create schedules, manage workloads, and address staffing issues
Provide coaching on patient communication and insurance processes
Oversee insurance verification and prior authorizations
Ensure compliance with payer requirements for procedures (e.g., cataract surgery criteria)
Coordinate with billing teams on surgical coding (CPT/ICD-10) and patient financial responsibility (copays, deductibles)
Ensure patients are informed of costs and financial arrangements in advance
Ensure patients receive clear instructions regarding pre-operative preparation (medications, fasting, transportation) and surgical expectations and recovery process
Handle escalated patient issues or complex cases
Ensure a seamless, reassuring patient experience before surgery
Work closely with surgeons, technicians, and clinical teams to confirm medical readiness for surgery and ensure required diagnostic testing (e.g., biometry, OCT scans) is completed
Verify surgical clearance (medical approvals if required)
Ensure proper documentation is in place prior to surgery day
Coordinate with ambulatory surgery centers (ASCs) or hospital ORs
Schedule vendors and equipment (e.g., lenses for cataract surgery, lasers)
Confirm availability of surgical supplies and implants
Manage communication with external partners involved in procedures
Maintain contact and build rapport with area hospitals, surgery centers, and anesthesia services
Ensure compliance with healthcare regulations (HIPAA, CMS, payer guidelines)
Maintain accurate and complete surgical documentation
Follow accreditation and safety standards (e.g., Joint Commission, AAAHC)
Audit scheduling and authorization processes for accuracy and compliance
Track key metrics such as surgical volume, cancellation and no-show rates, authorization turnaround times, and OR utilization rates
Prepare reports for leadership
Identify trends and opportunities for process improvement
Develop and refine standard operating procedures (SOPs) for surgical scheduling
Reduce scheduling errors, delays, and cancellations
Improve coordination between clinic, surgery center, and billing teams
Implement tools or automation for efficiency
Collaborate with physicians, surgical teams, PSR Team, Call-Center Team, Billing, etc. to align scheduling processes with overall clinic operations and patient flow