Surgery Coordinator

Company Overview

At Vitreo Retinal Associates, we're more than a leading retina specialty practice-we're a team dedicated to preserving and restoring vision for our patients. Specializing in advanced care for retinal conditions like macular degeneration, diabetic retinopathy, and retinal detachment, we combine cutting-edge technology with compassionate, personalized treatment. Our culture is built on collaboration, innovation, and continuous learning. We value every team member's contribution and provide opportunities for professional growth in a supportive environment. With multiple locations across North Florida, we're proud to serve our community and make a meaningful impact every day. If you're passionate about excellence in patient care and want to be part of a team that truly makes a difference, we invite you to join us!


Position Summary

A Surgery Coordinator is responsible for managing all administrative and clinical support activities related to scheduling surgical procedures for ophthalmology patients. This role ensures seamless coordination between patients, surgeons, surgical facilities, anesthesia teams, insurance providers, and clinical staff. The Surgery Coordinator plays a critical role in optimizing the surgical schedule, ensuring accurate documentation, and supporting an excellent patient experience.


Responsibilities

Surgical Scheduling and Calendar Management

• Schedules ophthalmic surgeries (e.g. cataract, glaucoma, retina, oculoplastic, pediatric) according to surgeon availability and facility requirements.
• Coordinates pre-op testing (biometry, OCT, topography, labs, PCP clearance) as required.
• Confirms all necessary equipment, lenses (IOLs), and special supplies are ordered ahead of procedure dates.
• Coordinates, processes, and routes all paperwork as required to meet physician and facility requirements. Provides accurate, thorough, and complete documentation of all information pertinent to patient treatment(s).

Insurance & Authorization Management

• Obtains pre-authorizations for surgery, ensure coverage, and verify benefits for surgical procedures, diagnostic tests, and special implants (e.g. premium IOLs)
• Documents authorization details in the EMR and communicate requirements to patients
• Provides cost estimates and discusses financial responsibility when appropriate.

Patient Coordination and Communication

• Contacts patients to confirm surgery dates, arrival times, and instructions
• Provides patients with pre-operative and post-operative instructions and education materials.
• Answers patient questions about preparation, recovery, medications, and timelines via all communication methods
• Schedules postoperative appointments.
• Interacts with patients, physicians, and other staff in office and at the surgical facility as needed.
• Continues care during post-operative period by supporting triage needs and questions, obtaining testimonials or additional survey and feedback communication from the patient.

Patient Education and Counseling

• Explains cataract and refractive surgery options in clear, patient-friendly terms, including:
  • Premium IOLs (Toric, Multifocal, EDOF), monovision strategies, and target refractions
  • Laser vision correction procedures (LASIK, PRK, SMILE) and Phakic IOL where applicable
• Discusses benefits, risks, candidacy criteria, expected visual outcomes, recovery timelines, activity restrictions, and realistic expectations.
• Aligns recommendations to patient lifestyle goals and surgeon guidance, document preferences, questions, and decision points.
• Reviews out-of-pocket costs for premium lenses and refractive procedures, financing options, and payment timelines according to practice policy (no clinical promises or guarantees)

Clinical Operations and Patient Support

• Tracks and follows up on post-op care, surgical outcomes, and any required rescheduling.
• Maintains accurate waitlists and optimizes block time usage for surgeons.
• Serves as the primary point of contact for patients throughout the surgical process.,
• Provides compassionate support to reduce patient anxiety and improve overall satisfaction.
• Contribute to team effort by completing additional tasks or projects as directed.
• Attends Ambulatory Surgeryl Center meetings as needed and approved by management.

Documentation, Chart Preparation, and Compliance

• Prepares and maintains accurate surgical packets, consent forms, charts, and operative documentation.
• Coordinates communication between surgeons, ASC or hospital teams, anesthesia, and referring providers.
• Maintains up-to-date documentation and knowledge regarding co-management with referring providers and ensures compliance with the scheduling
• Ensures medical clearances are completed and documented as needed.
• Ensures all documentation meets regulatory, medical, and organizational standards.
• Maintains accurate logs for surgeries, cancellations, and reschedules.
• Protects patients information under HIPAA guidelines.

Qualifications

• High School Diploma or equivalent
• Minimum 2 years of experience as a Surgical Scheduler/Coordinator or equivalent title; ophthalmology experience preferred
• Experience with EHR software; Nextech/ICP experience strongly preferred

• Knowledge of contracted insurance plans and procedures
• Strong communication and interpersonal skills
• Ability to work in a fast-paced clinical environment.
• Must have ability to travel to all practice locations as necessary

Company Benefits

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package

We also offer the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.