Surgery Coordinator

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.

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, document 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 Surgeryl 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.