Surgery Scheduler / Coordinator

Vitreous Retina Macula Specialists of New Jersey, part of EyeCare Partners—the nation’s leading provider of clinically integrated eye care—is based in Somerset, NJ. Travel to our Millburn, NJ office is required as needed; mileage reimbursement is provided.

About the role

The Surgical Coordinator schedules office-based and hospital procedures consistent with the patient’s diagnosis and procedure request. They deliver excellent patient-centered care by ensuring the financial and surgical communication process is complete for patients having surgical procedures.

Responsibilities

• Schedules office- and hospital-based medical procedures for patients with appropriate provider and time/location slot, utilizing appropriate scheduling code.
• Checks every patient chart for insurance benefits, prepares a cost summary, and counsels patients regarding finances.
• Counsels patients for Physician Fee and Eye Surgery Center; follows up and collects for surgery payments.
• Schedules diagnostic and imaging tests to be completed at PMG.
• Schedules office- and hospital-based medical procedures, tests, and imaging, ensuring available time is utilized to maximum efficiency.
• Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office- and hospital-based procedures, including scheduling with contracted anesthesia groups.
• Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care.
• Enters notes/special instructions needed for scheduling in the Electronic Medical Record (EMR).
• Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Completes accurate documentation of informed consent with patients for procedures and surgeries as needed.
• Provides accurate, detailed information to patients regarding test preparations, time of patients' scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Confirms patients' insurance provider and either obtains prior authorization or communicates need for prior authorization to appropriate parties as needed.
• Ensures patients have proper medical clearance and pre-surgical testing as needed.
• Completes pre-procedure phone calls and confirms appointment times with patients via telephone.
• Ensures completion of assessment for advance directive, including DNR when applicable.
• Reviews discharge instructions with patients and ensures proper follow-up appointments are scheduled at the time the procedure is scheduled.
• Performs all aspects of patient care in an environment that organizes patient safety and reduces the likelihood of medical/health care errors.
• Assists other members of the department as needed.
• Other duties as assigned.

Requirements

• High School Diploma or GED equivalent required.
• Experience in surgery scheduling is preferred.
• This position requires utilization of clinical knowledge to schedule appropriate procedures/surgeries per provider’s orders.
• Experience in financial counseling is highly preferred.
• Excellent customer service skills with patients, employees, and the public is required.
• Must be able to respond to both written and oral correspondence regarding scheduling changes/cancellations in a timely, accurate manner.
• Individual must be organized and able to manage demanding workload with accuracy.

Skills

• Proficient in Microsoft Excel, Word, PowerPoint, Outlook.

Benefits

• Full Benefits Package: Medical, Vision, Dental, and Life Insurance.
• 401k + Employer Matching.
• Paid Time Off (PTO) and Paid Holidays.
• Paid Maternity Leave.
• Competitive Base Pay.
• Employee Discounts.

Schedule

• Full Time.
• Offices are open Monday-Friday 7:45am-7pm, Saturday 7:45am-1pm.
• Shifts will fall within these hours; you may need to work a little earlier or later as needed.
• Must have open availability to work any shift.

Physical Requirements

• Frequent walking (75%), sitting (50%), and standing (50%).
• Regular bending, stooping, and reaching (25–50%).
• Must be able to lift, carry, push, and pull items up to 25 lbs.
• Strong fine motor skills and full use of hands are essential; constant grasping, writing/typing, and use of technology.
• Visual and auditory acuity—including color, depth, peripheral vision, and the ability to adjust focus—is required 100% of the time.
• Occasional driving or climbing may be necessary.