Position Summary
The Ophthalmic Surgical Coordinator is responsible for coordinating all aspects of the surgical scheduling process from the time surgery is recommended through completion of the patient’s postoperative care.
This position serves as the primary liaison between the patient, ophthalmic surgeon, clinical team, ambulatory surgery center, primary care providers, insurance companies, and other involved parties. The Surgical Coordinator ensures that each patient is appropriately educated and prepared for surgery and that all necessary testing, documentation, insurance requirements, surgical planning, and postoperative appointments are completed accurately and on time.
The Surgical Coordinator plays an important role in the patient experience and must be able to explain the surgery process, surgical scheduling, lens options, financial responsibilities, and pre- and postoperative requirements in a clear, professional, and compassionate manner.
Surgery Coordination
● Coordinate surgery for patients following the surgeon's recommendation for surgical treatment.
● Manage the surgical process from initial scheduling through completion of postoperative care.
● Meet with patients to review the surgery scheduling process and answer questions.
● Schedule first- and second-eye cataract procedures; glaucoma procedures, cataract and glaucoma lasers, and miscellaneous operating room procedures according to surgeon protocols and patient needs.
● Coordinate surgery dates with the surgeon, patient, and ambulatory surgery center.
● Maintain accurate and up-to-date surgical schedules.
● Review upcoming surgical cases regularly to identify missing testing, documentation, authorizations, medical clearances, consents, payments, or other requirements.
● Ensure all surgical paperwork and required documentation are complete and available prior to surgery.
● Communicate cancellations, additions, and schedule changes promptly to the surgeon, surgical facility, clinical staff, and patient.
● Manage surgery cancellations and rescheduling and ensure all related appointments and documentation are updated appropriately.
Patient Education & Counseling
● Serve as a primary point of contact for patients throughout the surgery process.
● Explain the general surgery process, scheduling requirements, preoperative preparation, postoperative appointments, and expected workflow according to physician and practice protocols.
● Review available surgical options, including choices for intraocular lens (IOL) for cataract surgery and options for minimally invasive glaucoma procedures for glaucoma surgery that have been recommended or approved for discussion by the surgeon.
● Educate patients regarding standard and advanced cataract surgery options, which may include monofocal IOLs; toric IOLs for astigmatism correction; multifocal, extended-depth-of-focus, or other presbyopia-correcting IOLs; monovision when recommended by the surgeon; laser-assisted cataract surgery when offered by the practice; and other elective or advanced technology options offered by the practice.
● Educate patients regarding glaucoma surgery options, which may include minimally invasive glaucoma surgeries (MIGS) and advanced glaucoma procedures including valves, when offered by the practice; and other elective or advanced technology options offered by the practice.
● Explain the financial differences between insurance-covered cataract surgery and elective or non-covered upgrades.
● Provide patients with written educational materials and surgical instructions.
● Ensure patients understand that final medical recommendations are determined in consultation with the surgeon.
● Refer clinical questions, concerns regarding surgical risks, or questions outside the coordinator’s scope to the surgeon or appropriate clinical staff.
Biometry, IOL Planning & Preoperative Testing
● Coordinate required preoperative testing and measurements according to surgeon protocols.
● Confirm completion of biometry and other required diagnostic testing before surgery.
● Verify that appropriate testing is available for IOL calculations and surgical planning.
● Ensure lens selection and surgical planning information have been documented and finalized according to practice procedures.
● Communicate required lens and surgical information to the ambulatory surgery center within established timeframes.
● Verify that special-order or premium IOL information is accurate prior to surgery.
● Coordinate additional testing when ordered by the surgeon.
● Work closely with ophthalmic technicians and surgeons to ensure all necessary measurements and diagnostic information are available for surgical planning.
● Identify incomplete or potentially conflicting information and bring it to the attention of the appropriate clinical team member before surgery.
Insurance, Prior Authorization & Financial Coordination
● Verify patient insurance coverage and benefits for cataract surgery.
● Determine whether prior authorization, referral, or other payer requirements apply and obtain necessary approvals.
● Verify that required authorizations are in place before surgery.
● Communicate estimated insurance-covered and patient-responsibility amounts according to practice policies.
● Explain fees associated with elective or non-covered surgical upgrades.
● Coordinate collection of deposits, upgrade fees, or other surgical payments according to practice policy.
● Provide appropriate documentation regarding patient financial selections and payments.
● Ensure patients understand which services are covered by insurance and which services are considered elective or non-covered.
● Work with billing staff to resolve insurance or authorization issues that could delay surgery.
Medical Clearance & Preoperative Requirements
● Coordinate medical clearance when required by the surgeon or surgical facility.
● Communicate with primary care physicians, specialists, and other healthcare offices to obtain required documentation.
● Track outstanding medical clearances and follow up before scheduled surgery.
● Confirm required preoperative testing has been completed.
● Provide patients with medication and preoperative instructions according to established physician and surgery-center protocols.
● Coordinate surgical eye-drop prescriptions according to physician protocols.
● Confirm patients understand arrival instructions and other surgery-center requirements.
● Ensure required consent forms and surgical documentation are completed within established timeframes.
Ambulatory Surgery Center Coordination
● Maintain effective communication with the ambulatory surgery center and surgical staff.
● Submit required patient demographics, insurance information, medical documentation, surgical orders, lens information, and other required paperwork.
● Communicate surgical additions, cancellations, changes, and special requirements promptly.
● Verify surgical laterality, planned procedure, IOL information, and other required surgical information according to established safety protocols.
● Coordinate special lens orders or other surgical requirements as applicable.
● Assist in resolving scheduling or documentation issues that could affect the surgical schedule.
Postoperative Coordination
● Schedule required postoperative appointments according to surgeon protocols.
● Ensure first-day, one-week, and additional postoperative visits are scheduled as appropriate.
● Coordinate postoperative appointments for patients whose care is shared with referring optometrists or other providers when applicable.
● Ensure documentation is communicated to referring or co-managing providers according to practice procedures.
● Coordinate second-eye surgery scheduling and required follow-up.
● Communicate postoperative scheduling changes promptly to patients and staff.
● Direct postoperative medical concerns to the appropriate clinical team member immediately according to practice protocols.
Documentation & Surgical Tracking
● Maintain complete and accurate surgical documentation in the electronic health record (EHR) and practice management system.
● Document patient communications, surgical selections, financial discussions, scheduling information, cancellations, and changes.
● Maintain surgical tracking systems to monitor patients throughout the surgical process.
● Track outstanding testing, medical clearances, insurance authorizations, payments, consents, lens selections, and surgical documentation.
● Review future surgical schedules proactively to prevent avoidable delays or cancellations.
● Ensure documentation meets practice, payer, and regulatory requirements.
● Maintain patient confidentiality and HIPAA compliance at all times.
Physician & Team Support
● Work closely with cataract surgeons to maintain efficient and accurate surgical schedules.
● Communicate patient concerns, scheduling issues, and outstanding requirements to the physician and appropriate staff.
● Collaborate with ophthalmic technicians, front desk staff, billing staff, clinical staff, and surgery-center personnel.
● Participate in surgical scheduling meetings or schedule reviews as requested.
● Assist in improving surgical workflows and patient communication processes.
● Help identify opportunities to improve surgical efficiency and the overall patient experience.
● Perform additional duties as assigned to support the ophthalmology practice and surgical program.
Qualifications
● High school diploma or equivalent required; associate degree or additional healthcare education preferred.
● Previous ophthalmology experience strongly preferred.
● Previous cataract & glaucoma surgical coordination or ophthalmic surgical counseling experience preferred.
● Knowledge of cataract surgery terminology, IOL options, and ophthalmic diagnostic testing strongly preferred.
● Familiarity with biometry, IOL calculations, and cataract surgery workflow preferred.
● Experience with insurance verification, prior authorization, and patient financial counseling preferred.
● Experience using ophthalmology EHR and practice management systems.
● Strong computer and data-entry skills.
● Excellent verbal and written communication skills.
● Exceptional organization and attention to detail.
● Ability to manage a high volume of surgical patients and multiple deadlines simultaneously.
● Ability to communicate financial information professionally and accurately.
● Strong patient-service skills and ability to work effectively with an older patient population.
● Ability to maintain composure and professionalism in a busy clinical environment.
● Ability to work independently while collaborating effectively with physicians and other team members.
Key Competencies
● Exceptional organization and follow-through
● Strong attention to detail and accuracy
● Excellent patient communication and education skills
● Knowledge of cataract surgery workflows
● Ability to effectively explain surgical and IOL options within the appropriate scope of the position
● Strong scheduling and time-management abilities
● Ability to anticipate and resolve scheduling problems before they affect surgery
● Professional communication with physicians and outside medical facilities
● Strong teamwork and collaboration
● Patient confidentiality and professionalism
● Accountability and reliability
● Ability to prioritize in a fast-paced environment
Performance Expectations
● Accuracy and completeness of surgical scheduling
● Completion of required documentation prior to surgery
● Timely completion of insurance authorizations and medical clearances
● Accuracy of IOL and surgical planning information
● Effectiveness of patient education and communication
● Patient satisfaction and surgical experience
● Timeliness of responses to patient calls and questions
● Reduction of preventable surgical cancellations or delays
● Accuracy of financial counseling and documentation
● Effective communication with surgeons, clinical staff, and surgical facilities
● Maintenance of complete and accurate surgical records
● Ability to manage surgical volume efficiently while maintaining a high level of patient service
Pay: $26.00 - $32.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Employee discount
- Health insurance
- Paid sick time
- Paid time off
- Retirement plan
Work Location: In person
