Surgery Coordinator

EyeSouth Partners; Cincinnati (AR); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k w/ Match

HSA/FSA

Telemedicine

PTO

Employee Discounts and Perks

Employee Assistance Program

Group Life/AD&D

Short Term Disability Insurance

Long Term Disability Insurance

Job summary

MidWest Eye Center, based in Cincinnati, OH, seeks a Surgery Coordinator to manage surgical scheduling and administrative support for ophthalmology patients. You will coordinate with surgeons, facilities, anesthesia, and staff to ensure smooth operations and accurate documentation.

The role focuses on pre-op testing coordination, insurance pre-approvals, patient instructions, and post-op follow-up to optimize surgical flow and patient satisfaction.

Qualifications

• High school diploma or equivalent required.
• 2+ years as Surgical Scheduler/Coordinator preferred; ophthalmology experience ideal.
• Experience with EHR software, Nextech/ICP preferred.

Responsibilities

• Schedules ophthalmic surgeries (cataract, glaucoma, retina, etc.) per surgeon availability.
• Coordinates pre-op testing and ensures equipment and supplies are ordered.
• Obtains pre-authorizations and verifies benefits; discusses costs with patients.

Skills

Strong communication

Interpersonal skills

Fast-paced environment

Travel to multiple locations

Education

High School Diploma or equivalent

Tools

Nextech/ICP EHR

Job description

Company Overview

At MidWest Eye Center, we are committed to your total eye care. Our staff provides an innovative and integrated approach, using state-of-the-art technology, combined with the upmost in personal attention and service. Whether it’s performing Lasik or treating retina conditions or removing cataracts, you can be sure of the quality of vision care provided by our team of skilled, caring professionals. MidWest Eye Center has a complete roster of board-certified Ophthalmologists, Retina Specialists and Optometrists, offering diagnosis along with surgical and non-surgical treatment for eye diseases MidWest Eye Center’s Cincinnati, Ohio and Northern Kentucky locations are easily accessible from the surrounding Tri-state area.

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.

NO NIGHTS, NO WEEKENDS.

#IND