Surgical Coordinator

Description

The Surgical Coordinator is a highly organized and motivated professional responsible for ensuring the smooth and efficient scheduling of all ophthalmic surgical procedures. This role manages and coordinates all aspects of surgery scheduling, patient education, and pre-operative and post-operative requirements with accuracy and timeliness. Serving as a key liaison between patients, surgeons, clinical teams, and surgical facilities, the Surgical Coordinator plays a vital role in facilitating seamless communication and delivering exceptional service. In a fast-paced medical environment, this position is essential to optimizing patient care, satisfaction, and outcomes through effective coordination and support.

Requirements

Key Responsibilities:

• Schedule ophthalmic surgeries while coordinating with the surgeon/team, Ambulatory Surgery Center/Hospital and patient or their healthcare proxy.
• Obtain necessary prior authorizations and insurance verifications for scheduled procedures.
• Manage cancellations, reschedules, and emergent cases efficiently.
• Verify insurance coverage, secure authorizations, and provide patients with cost estimates for surgery.
• Communicate surgical details to patients including pre-operative instructions, arrival times, fasting guidelines, and post-operative care.
• Ensure all required pre-operative documentation, such as labs, imaging, medical clearances, and consents, are completed and available prior to the date of surgery.
• Serve as the primary point of contact for surgical patients following initial consultation with decision to schedule surgery to post-operative follow-up.
• Collaborate with clinical and administrative staff to resolve scheduling conflicts, verify medical necessity, and maintain accurate patient records.
• Collaborate with billing departments to ensure accurate and timely submission of claims.
• Track surgical cases to ensure all necessary follow-up appointments, diagnostic testing, and post-op care are completed.
• Maintain up-to-date knowledge of insurance policies, procedural codes, and surgical scheduling protocols.
• Maintain accurate patient records, including surgical charts, consent forms, and pre/post-op instructions.
• Ensure compliance with HIPAA and all regulatory requirements regarding patient privacy and medical documentation.

Qualifications:

Required:

• High school diploma or equivalent.
• Minimum of 2 years of experience in medical office administration or surgical scheduling (ophthalmology experience strongly preferred).
• Proficiency in electronic medical records (EMR) and scheduling software.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to handle sensitive patient information with confidentiality and professionalism.

Preferred:

• Knowledge of medical terminology, particularly related to ophthalmology
• Experience with insurance verification and pre-authorizations
• Familiarity with HIPAA compliance

Working Conditions:

• Office-based role with occasional patient interaction in clinical settings
• This position requires the flexibility to travel to satellite offices on a weekly basis
• Full-time position; hours may vary depending on surgical schedules

Physical Requirements:

• Prolonged periods of sitting and computer use
• Ability to lift up to 15 pounds occasionally
• Must be able to communicate effectively with patients and staff