Surgery Coordinator

Horizon Eye Care; Charlotte (NC); On-site; USD 34,000 - 60,000; Full time

Job summary

Horizon Eye Care is seeking an organized, detail‑oriented professional to coordinate pre‑operative activities for ophthalmology patients. You will manage scheduling, obtain necessary approvals, and prepare surgical packets while ensuring HIPAA compliance and patient understanding of instructions.

Responsibilities include coordinating pre- and post-operative appointments with physicians and facilities, collecting information for upcoming surgeries, and maintaining accurate electronic records.

Qualifications

• High School diploma or equivalent required.
• JCAHPO Ophthalmic Scribe Certification (OSC) within 6 months of hire.
• At least two years of experience in the field or related area.
• Experience using Microsoft Office programs such as Excel and Word.

Responsibilities

• Assist patients with pre-operative preparations and scheduling for surgery.
• Coordinate all pre-surgery activities including scheduling and post-op appointments.
• Inform patients of requirements and HIPAA compliance.
• Prepare surgical packets and send related prescriptions electronically when applicable.
• Maintain accurate charts and scheduling data for upcoming surgeries.

Skills

Organizational skills

Project management

Communication skills

Education

High School diploma or equivalent

JCAHPO Ophthalmic Scribe Certification (OSC)

Tools

Microsoft Office

Job description

POSITION SUMMARY:Assists patients with all aspects of hospital surgery preparation with the goal of promoting confidence in their medical care and to make the surgical experience as smooth as possible in this ophthalmology practice. Coordinates all pre-surgery activities including scheduling the surgery and post-op appointments, collecting, recording, and organizing all required data for the upcoming surgery and ensuring the patient has all needed information and prescriptions. This job could be based in any of Horizon Eye Care locations.ESSENTIAL DUTIES AND RESPONSIBILITIES:Acts as an effective liaison between the patient, surgeon, primary care physician, co-managing optometrist, and the facility in all aspects of pre-operative preparations. Demonstrates concern for patient’s problem by presenting a friendly and caring manner to put patient at ease.Schedules all patient surgeries and post op checks. At the time of scheduling or at the pre-op visit, provide clear instructions for surgery and confirm the patient understands the instructions. Collect the Horizon service fee, and post correctly in a timely manner according to clinic requirements/utilization. Inform patients of premium out of pocket expenses.Organizes charts and collect all pertinent information for upcoming surgery, such as bookings, allergies, medications, medical conditions, lens orders, insurance information accuracy and precertification and medical clearance. Obtains consent for surgeries and obtain all legal documentation for those patients who cannot speak for themselves. Email Special Testing post-refractive information for calculation.Immediately schedules all pre- and postoperative appointments for the patient with their primary care MDs, co-management doctors, hospitals, clinics, and labs, as needed. Follow up and retrieve the results of the appointments and labs.Answers and documents all telephone inquiries from patients, their families, or primary care physicians concerning surgery and/or related concerns as long as the information pathway is HIPAA compliant.Assesses situations that involve a patient’s quality of care or financial responsibility and forward to the Physician, Physician Team, or other Administrative staff as appropriate.Prepares and gives the surgical packet to patients along with the necessary medications prior to surgery. Sends all surgery related prescriptions electronically if applicable.Makes sure IOL powers, hospital orders, consents, dictation, medical clearance, consults, specialty clearance, contact lens appointments, or precertification of insurance has been completed two weeks before surgery if allowable. This includes special tests such as ascans and orbscans and confirm all ascans and premium IOL sheets have been completed correctly. Tweaks the toric calculations for the MD as instructed.Calls the patient to advise time of arrival for surgery; place of arrival, and medication requirements preoperatively including NPO status, within 48 hours of surgery. Document telephone callPrepares the patient orders for surgery and send them to the Operating Facility along with lens orders 1-2 weeks before surgery, then confirms. Reviews charts for any errors and make corrections.Maintains accurate account of all surgeries electronically and in a surgery book. Employee must have a working knowledge of patient management systems including appointments, information, insurance, billing modules, Sharepoint, and Dimensions.Makes sure that the surgery sheets are filled out correctly with CPT, diagnosis, name of the co-managing physician, and appropriate modifiers. Be sure the Surgery Charge sheets and any other pertinent data are in charts when they are delivered to the doctors within 24 hours of surgery, or as requested by the physician.While this is intended to be an accurate reflection of the current job, this is not necessarily an all-inclusive list of tasks and working conditions associated with the job. Management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (i.e., changes in personnel, workload, or technological developments) based on business need.Minimum Qualifications:High School diploma or its equivalentJCAHPO Ophthalmic Scribe Certification (OSC) required within 6 months of hire.At least two years of experience in the field or in a related area.Experience using Microsoft Office programs, such as Excel and Word required.Strong organizational, management of multiple projects/changing priorities, and excellent communication and inter-personal skills. Must be able to build and maintain a strong rapport with patients, clinic team, and surgery scheduling team members.