Surgery Coordinator

EyeSouth Partners; Chicago (IL); On-site; USD 28,000 - 29,000; Full time

Job summary

Ocular Partners is seeking a Surgery Coordinator to manage administrative and clinical support for scheduling ophthalmology surgeries. You will coordinate between patients, surgeons, facilities, anesthesia, insurance, and staff to optimize the schedule and patient experience.

Responsibilities include scheduling cataract, glaucoma, retina, and related procedures; handling pre-op testing and documentation; obtaining authorizations and cost estimates; and educating patients on perioperative

Qualifications

• High School Diploma or equivalent required.
• Minimum 2 years as Surgical Scheduler/Coordinator; ophthalmology preferred.
• Experience with EHR software such as Nextech/ICP.

Responsibilities

• Surgical Scheduling and calendar management for ophthalmology procedures.
• Coordinate pre-op testing and ensure required equipment and supplies are ordered.
• Obtain pre-authorizations, verify benefits, and discuss financial responsibilities.
• Communicate with patients about dates, instructions, and post-op care.
• Maintain accurate documentation and HIPAA-compliant records.

Skills

Customer service

Multitasking

Communication

Education

High School Diploma or equivalent

Minimum 2 years of experience as Surgical Scheduler/Coordinator

Experience with EHR software

Tools

Nextech/ICP

Job description

Company Overview

Ocular Partners is a busy well-established, progressive physician group specializing in comprehensive eye care services. We have a robust practice, with dozens of bright, qualified employees who help us deliver the best service and patient care in our medical specialty.

Our employees are an integral part of the experience at Ocular Partners. Not only are we committed to serving our patients, but we also have a culture of servant leadership and collaboration that supports each team member's personal and professional development.

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.

Pay Range - $20.50- $20.88/Hr. Commensurate with 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

Knowle