Surgery Coordinator

About Us

At Vitreo Retinal Associates, we’re more than a leading retina specialty practice—we’re a team dedicated to preserving and restoring vision for our patients. Specializing in advanced care for retinal conditions like macular degeneration, diabetic retinopathy, and retinal detachment, we combine cutting-edge technology with compassionate, personalized treatment. Our culture is built on collaboration, innovation, and continuous learning. We value every team member’s contribution and provide opportunities for professional growth in a supportive environment. With multiple locations across North Florida, we’re proud to serve our community and make a meaningful impact every day.

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 as required 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 office and at the surgical facility as needed.
  • Continues care during 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 the 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 patients' 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 ability to travel to all practice locations as necessary.

Benefits

• Medical
• Dental
• Vision
• 401k with Match
• HSA/FSA
• Telemedicine
• Generous PTO Package
• Free benefits:
  • Employee Discounts and Perks
  • Employee Assistance Program
  • Group Life/AD&D
  • Short Term Disability Insurance
  • Long Term Disability Insurance