Surgery Scheduling Manager

Position Summary:

The Surgery Scheduling Manager is responsible for overseeing all aspects of surgical scheduling, coordination, and patient preparation-ensuring procedures (such as cataract, glaucoma, retina, and LASIK surgeries) are efficiently planned, compliant, and patient-centered. They contribute to organizational operations and support the mission by fostering interdepartmental communication and collaboration.

Principal Duties and Responsibilities:

Surgical Scheduling & Coordination

• Oversee scheduling of all surgical procedures (e.g., cataract, LASIK, retina surgeries)
• Coordinate surgeon availability and operating room (OR) time
• Ensure proper allocation of surgical blocks and maximize OR utilization
• Schedule pre-op and post-op appointments in alignment with surgical timelines
• Manage urgent or add-on surgical cases

Staff Management & Training

• Supervise and train surgery schedulers and coordinators
• Ensure staff understand:
  • Ophthalmic procedures and terminology
  • Surgeon-specific scheduling preferences
• Monitor staff performance, productivity, and accuracy
• Create schedules, manage workloads, and address staffing issues
• Provide coaching on patient communication and insurance processes

Insurance Authorization & Financial Coordination

• Oversee insurance verification and prior authorizations
• Ensure compliance with payer requirements for procedures (e.g., cataract surgery criteria)
• Coordinate with billing teams on:
  • Surgical coding (CPT/ICD-10)
  • Patient financial responsibility (copays, deductibles)

Ensure patients are informed of costs and financial arrangements in advance

Patient Communication & Education

• Ensure patients receive clear instructions regarding:

• Pre-operative preparation (medications, fasting, transportation)
• Surgical expectations and recovery process

• Handle escalated patient issues or complex cases
• Ensure a seamless, reassuring patient experience before surgery

Clinic Coordination

• Work closely with surgeons, technicians, and clinical teams to:

• Confirm medical readiness for surgery
• Ensure required diagnostic testing (e.g., biometry, OCT scans) is completed

• Verify surgical clearance (medical approvals if required)
• Ensure proper documentation is in place prior to surgery day

Facility & Vendor Coordination

• Coordinate with ambulatory surgery centers (ASCs) or hospital ORs
• Schedule vendors and equipment (e.g., lenses for cataract surgery, lasers)
• Confirm availability of surgical supplies and implants
• Manage communication with external partners involved in procedures
• Maintain contact and build rapport with area hospitals, surgery centers, and anesthesia services

Compliance & Regulatory Oversight

• Ensure compliance with healthcare regulations (HIPAA, CMS, payer guidelines)
• Maintain accurate and complete surgical documentation
• Follow accreditation and safety standards (e.g., Joint Commission, AAAHC)
• Audit scheduling and authorization processes for accuracy and compliance

Reporting & Performance Management

• Track key metrics such as:

• Surgical volume
• Cancellation and no-show rates
• Authorization turnaround times
• OR utilization rates

• Prepare reports for leadership
• Identify trends and opportunities for process improvement

Process Improvement & Workflow Optimization

• Develop and refine standard operating procedures (SOPs) for surgical scheduling
• Reduce scheduling errors, delays, and cancellations
• Improve coordination between clinic, surgery center, and billing teams
• Implement tools or automation for efficiency
• Collaborate with physicians, surgical teams, PSR Team, Call-Center Team, Billing, etc. to align scheduling processes with overall clinic operations and patient flow

Knowledge, Skills, and Abilities:

• Degree in nursing or related field is preferred. 5-7 years of job-related experience may be substituted in lieu of education
• Strong leadership and organization skills
• Knowledge of ophthalmic procedures and surgical workflows
• Insurance and authorization expertise
• Attention to detail and accuracy
• Patient-centered communication
• Data-driven decision making
• Highly developed verbal and written communication, and organizational skills.
• Demonstrates the ability to analyze financial and operating information to make decisions