Surgery Coordinator

About the role

South Georgia North Florida Eye Partners offers a variety of eye care services, from detection and medical treatment of eye diseases and injuries to advanced procedures including LASIK and cataract surgeries. We also have an on-site Optical Shop that carries the latest in designer frames and sunglasses, with several locations including Valdosta, Tifton, Douglas, Madison, and Moultrie.

The Surgery Coordinator manages all administrative and clinical support activities related to scheduling surgical procedures for ophthalmology patients, ensuring seamless coordination between patients, surgeons, surgical facilities, anesthesia teams, insurance providers, and clinical staff. This role plays a critical part in optimizing the surgical schedule, maintaining accurate documentation, and supporting an excellent patient experience.

Responsibilities

• Surgical Scheduling and Calendar Management
  • Schedules ophthalmic surgeries (e.g., cataract, glaucoma, retina, oculoplastic, pediatric) according to surgeon availability and facility requirements.
  • Coordinates pre-op testing (biometry, OCT, topography, labs, PCP clearance) as required.
  • Confirms all necessary equipment, lenses (IOLs), and special supplies are ordered ahead of procedure dates.
  • Coordinates, processes, and routes all paperwork to meet physician and facility requirements.
  • Provides accurate, thorough, and complete documentation of all information pertinent to patient treatment(s).
• Insurance & Authorization Management
  • Obtains pre-authorizations for surgery, ensures coverage, and verifies benefits for surgical procedures, diagnostic tests, and special implants (e.g., premium IOLs).
  • Documents authorization details in the EMR and communicates requirements to patients.
  • Provides cost estimates and discusses financial responsibility when appropriate.
• Patient Coordination and Communication
  • Contacts patients to confirm surgery dates, arrival times, and instructions.
  • Provides patients with pre-operative and post-operative instructions and education materials.
  • Answers patient questions about preparation, recovery, medications, and timelines via all communication methods.
  • Schedules postoperative appointments.
  • Interacts with patients, physicians, and other staff in the office and at the surgical facility as needed.
  • Continues care during the post-operative period by supporting triage needs and questions, obtaining testimonials, or additional survey and feedback communication from the patient.
• Patient Education and Counseling
  • Explains cataract and refractive surgery options in clear, patient-friendly terms, including:
    • Premium IOLs (Toric, Multifocal, EDOF), monovision strategies, and target refractions.
    • Laser vision correction procedures (LASIK, PRK, SMILE) and Phakic IOL where applicable.
  • Discusses benefits, risks, candidacy criteria, expected visual outcomes, recovery timelines, activity restrictions, and realistic expectations.
  • Aligns recommendations to patient lifestyle goals and surgeon guidance, documents preferences, questions, and decision points.
  • Reviews out-of-pocket costs for premium lenses and refractive procedures, financing options, and payment timelines according to practice policy (no clinical promises or guarantees).
• Clinical Operations and Patient Support
  • Tracks and follows up on post-op care, surgical outcomes, and any required rescheduling.
  • Maintains accurate waitlists and optimizes block time usage for surgeons.
  • Serves as the primary point of contact for patients throughout the surgical process.
  • Provides compassionate support to reduce patient anxiety and improve overall satisfaction.
  • Contributes to team effort by completing additional tasks or projects as directed.
  • Attends Ambulatory Surgery Center meetings as needed and approved by management.
• Documentation, Chart Preparation, and Compliance
  • Prepares and maintains accurate surgical packets, consent forms, charts, and operative documentation.
  • Coordinates communication between surgeons, ASC or hospital teams, anesthesia, and referring providers.
  • Maintains up-to-date documentation and knowledge regarding co-management with referring providers and ensures compliance with scheduling.
  • Ensures medical clearances are completed and documented as needed.
  • Ensures all documentation meets regulatory, medical, and organizational standards.
  • Maintains accurate logs for surgeries, cancellations, and reschedules.
  • Protects patient information under HIPAA guidelines.

Requirements

• High School Diploma or equivalent.
• Minimum 2 years of experience as a Surgical Scheduler/Coordinator or equivalent title; ophthalmology experience preferred.
• Experience with EHR software; Nextech/ICP experience strongly preferred.
• Knowledge of contracted insurance plans and procedures.
• Strong communication and interpersonal skills.
• Ability to work in a fast-paced clinical environment.
• Must have the ability to travel to all practice locations as necessary.

Benefits

• Medical, Dental, and Vision coverage.
• 401k with company match.
• HSA/FSA options.
• Telemedicine services.
• Generous PTO package.
• Free benefits:
  • Employee Discounts and Perks.
  • Employee Assistance Program.
  • Group Life/AD&D Insurance.
  • Short Term Disability Insurance.
  • Long Term Disability Insurance.