Surgical Care Coordinator

Job Description

Job Description

Description:

POSITION SUMMARY

The Surgical Care Coordinator serves as the primary liaison for patients undergoing surgery at Des Moines Eye Surgeons. This position guides patients through every step of the surgical process while ensuring they receive exceptional service, clear communication, and a seamless experience.

The Surgical Care Coordinator serves as the first point of contact for surgical patients, reducing the administrative workload on physicians and Primary Assistants by independently managing routine surgical questions, patient education, and financial responsibilities.

This role also provides ongoing physician support by assisting with nurse notes, electronic prescription requests (eRx), prior authorizations, medication refill requests, and other clinical administrative tasks when surgical workload allows.

The ideal candidate is highly organized, detail-oriented, compassionate, and able to manage multiple priorities while maintaining exceptional customer service.

ORGANIZATIONAL RELATIONSHIPS

Reports To:

• Practice Administrator
• Clinical Supervisor

Works Closely With:

• Physicians
• Primary Assistants
• Clinical Technicians
• Front Desk
• Billing Department
• Surgery Center
• Referring Providers
• Patients and Families

PRIMARY RESPONSIBILITIES

Surgical Care Coordination

• Coordinate surgical scheduling with 1st assistants, physicians, surgery centers, hospitals, and patients.
• Maintain accurate physician surgery schedules and surgical calendar, assisting the 1st assistants.
• Serve as the primary contact for surgical patients from scheduling through surgery.
• Coordinate schedule changes and communicate updates to patients, physicians, staff, and surgery centers.
• Obtain and verify all required documentation, consents, testing, referrals, and medical clearances prior to surgery.
• Ensure medical records are complete and available for each surgical case.
• Work collaboratively with referring providers and outside offices to obtain necessary information.
• Document all patient interactions accurately within the electronic medical record.

Patient Education & Communication

• Serve as the first point of contact for patient questions related to surgery.
• Walk patients through pre-operative and post-operative instructions.
• Review prescribed eye drop schedules and medication instructions.
• Explain arrival times, surgery locations, fasting requirements (when applicable), transportation expectations, and recovery instructions.
• Help reduce patient anxiety by providing clear education and compassionate support.
• Return patient calls promptly and resolve routine concerns independently whenever appropriate.
• Escalate clinical concerns to physicians or Primary Assistants as needed.

Financial Responsibilities

• Review surgical financial responsibility with patients.
• Collect surgical deposits and payments.
• Explain payment options and financing resources when applicable.
• Coordinate with the billing department regarding patient balances.
• Ensure all financial documentation is completed accurately before surgery.
• Clinical & Physician Support

Additional Responsibilites:

• Processing nurse notes.
• Completing electronic prescription (eRx) requests.
• Processing medication refill requests.
• Completing insurance prior authorizations.
• Assisting with clinical documentation.
• Indexing and maintaining electronic medical records.
• Supporting physicians and Primary Assistants with administrative tasks that improve efficiency and patient care.
• Assisting with special projects and additional responsibilities as assigned.

PATIENT EXPERIENCE

• Deliver an exceptional patient experience throughout the surgical journey.
• Ensure every patient feels informed, prepared, and confident before surgery.
• Communicate professionally and compassionately with patients, families, physicians, surgery centers, and referring offices.
• Anticipate patient needs and proactively address concerns before they become problems.
• Promote a positive and welcoming experience consistent with the mission and values of Des Moines Eye Surgeons.

Requirements:

REQUIRED QUALIFICATIONS

• High school diploma or equivalent.
• Previous medical office experience preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Exceptional customer service skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficiency with electronic medical records and Microsoft Office applications.
• Ability to maintain confidentiality and HIPAA compliance.

PREFERRED QUALIFICATIONS

• Previous ophthalmology or optometry experience.
• Previous surgical scheduling or surgical coordination experience.
• Knowledge of insurance authorization processes.
• Experience discussing patient financial responsibilities.
• Understanding of medical terminology.

CORE COMPETENCIES

The Surgical Care Coordinator consistently demonstrates:

• Professionalism and integrity.
• Compassion and empathy.
• Critical thinking and sound judgment.
• Strong organizational skills.
• Initiative and accountability.
• Excellent communication.
• Adaptability and flexibility.
• Collaboration and teamwork.
• Attention to detail.
• Commitment to continuous improvement.

PERFORMANCE EXPECTATIONS

A successful Surgical Care Coordinator will:

• Coordinate surgical cases accurately and efficiently.
• Ensure patients are fully prepared for surgery with minimal confusion or delays.
• Reduce interruptions to physicians and Primary Assistants by serving as the primary contact for routine surgical communication.
• Maintain timely completion of nurse notes, eRx requests, prior authorizations, and physician support tasks.
• Collect surgical payments accurately and professionally.
• Build strong working relationships with surgery centers, hospitals, referring providers, and internal staff.
• Consistently provide exceptional patient service while maintaining accuracy, efficiency, and professionalism.

SUCCESS IN THIS ROLE

Success is measured not only by well-organized surgical schedules, but by the confidence patients feel throughout their surgical journey. The Surgical Care Coordinator anticipates needs, communicates proactively, solves problems before they arise, and serves as a trusted resource for patients, physicians, and staff alike.

By coordinating the details behind every surgical case and supporting physicians with essential administrative work, this position plays a vital role in delivering the exceptional patient experience that defines Des Moines Eye Surgeons.

OUR MISSION

Every interaction is an opportunity to improve a patient's life.

The Surgical Care Coordinator embodies this mission by providing excellence in communication, competence in coordination, caring through compassionate service, and cooperation with every member of the healthcare team to ensure patients receive outstanding surgical care from beginning to end.