Surgical Coordinator

POSITION: Surgical Coordinator

DEPARTMENT: Surgery Department

REPORTS TO: Office/Surgery Manager

Job Summary: This individual is responsible for scheduling and facilitating all patient surgical appointments with necessary physician and facility in a professional and courteous manner, ensuring the patient feels welcome to the practice and continues coming here to receive top quality care, and monitoring physician-scheduling templates to maximize efficiency.

Education and Experience:

  1. High school diploma or equivalent.
  2. Two years minimum experience in medical practice.

Essential Skills and Abilities:

  1. Ability to work as a team member, with flexibility to assist the surgical coordinator with pre-ops and measurements.
  2. Ability to effectively triage calls from patients to ensure appropriate scheduling.
  3. Excellent customer service and communication skills.
  4. Ability to manage multiple tasks simultaneously.
  5. Empathetic personality giving attention to patients’ needs and concerns.
  6. Strong organizational skills with attention to detail.
  7. Respectful treatment of patients.


  1. Acts as an effective liaison between the patient, surgical technician, surgeon, primary care physician, and the surgical facility in all aspects of pre-operative preparations.
  2. Schedules all patient surgeries and pre and post-operative appointments, including those with the surgical facility, ophthalmologist or technician.
  3. Notifies patient of all schedule changes. Cancels and reschedules appointments, as necessary; follows-up on no shows.
  4. Answers all telephone inquiries from patients, their families, or primary care physicians concerning surgery and/or related concerns.
  5. Prepares charts for pre-op appointments with H&Ps and Orders after scheduling.
  6. Verify insurance coverage, copays, benefits and pre-authorizations.
  7. Requests and ensures medical pre-authorizations are completed.
  8. Collects all pertinent information for upcoming surgery, such as bookings, lens orders, insurance, H&Ps, and signed consent forms, and transfers to surgical facility.
  9. Sends reservations for any upcoming surgery dates for all out-patient facilities; reservation should be sent 2 weeks prior to surgery, and no less than 1 week
  10. Sends appropriate IOL orders, consents, H&Ps, labs, and clearances to surgery centers; should be sent 1 week prior to surgery, and no less than 4 business days
  1. Reviews the surgery schedules for changes, add-on and cancelations; communicates changes with surgery facilities in a timely manner.
  2. Confirmation calls, with patients and surgery centers
  3. Provide surgeons with updated Surgery Packets:  Last DFE, HP, Medications, Operative Reports, IOL orders and other applicable tests (Pentacams, etc.)
  4. Enters all cataract surgery patients into ORA; update ORA weekly with post-op information
  5. Surgery billing and ensure all operative reports have been received
  6. Performs other tasks as assigned.


  1. Perform accurate and consistent measurements

Tasks to include:

  • Nidek AL
  • Pentacam

2.  Calculates accurate IOL orders for physicians to review.

3.  Discusses IOL options with patient and document discussion with patient remarks and/or concerns.

4.  Pre-Op Review medical history and medications; Review instructions, consents and financials.    

5.  Provide patient with prescriptions needed for surgery.


  1. Pre-Op:  Review medical history and medications; Review instructions, consents and financials. (Patient should be given an option of a phone pre-op versus in-office pre-op)
  2. Provide patient with prescriptions needed for procedures.
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