Surgical Counselor

Atlantic Vision Partners; Norfolk (VA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid training & career development

Growth & advancement opportunities

Supportive team environment

Competitive benefits package

Tuition reimbursement

Employee eyewear discounts

Referral bonus program

Meaningful difference every day

Job summary

Atlantic Vision Partners is seeking a Surgery Counselor to coordinate ophthalmology surgical scheduling and patient care. You will act as the liaison among patients, surgeons, and facilities, handling pre/post-operative visits, authorizations, and patient education.

You will communicate procedures, prepare patients for surgery, and ensure compliance with HIPAA and OSHA while maintaining a smooth scheduling workflow and excellent patient experience.

Qualifications

• Minimum 2 years of surgical scheduling experience in a healthcare setting (ophthalmology preferred).
• COA preferred.
• Strong understanding of insurance verification, prior authorizations, and billing for surgical services.
• Experience with EHR systems and practice management software.

Responsibilities

• Schedule surgeries, coordinating with providers and facilities and ensuring accuracy of procedure details.
• Inform patients of surgery dates, instructions, and pre/post-operative care requirements.
• Secure insurance authorizations and verify coverage; communicate costs and payment options.
• Ensure all pre-operative requirements (medical clearances, testing) are completed.
• Maintain organized scheduling system to prevent conflicts and improve throughput.
• Provide patient education and coordinate with surgical teams to optimize care.

Skills

Patient experience

Communication skills

Teamwork

Problem solving

Education

High school diploma or equivalent

Associate or Bachelor’s degree in healthcare administration or related field

COA certification preferred

Tools

Microsoft Office

EHR systems

Practice management software

Job description

Description

Who We Are

At AVP SEES Group, exceptional patient care starts with exceptional people. As one of the largest eye care networks in the Southeast and Mid-Atlantic, we provide our teams with the training, technology, and support they need to thrive while making a difference in patients' lives. Together, we're building the future of eye care.

Our Mission

To deliver the best possible outcomes for our patients, serve and educate our provider network, and fulfill our commitment to our stakeholders.

Why Join Us?

• Paid Training & Career Development
• Growth & Advancement Opportunities
• Supportive Team Environment
• Competitive Benefits Package
• Tuition Reimbursement Opportunities
• Employee Eyewear Discounts
• Referral Bonus Program
• Make a Meaningful Difference Every Day

About the Role

The Surgery Counselor is responsible for coordinating all aspects of surgical scheduling for an ophthalmology practice, ensuring a seamless experience for patients and providers. A Surgery Counselor is the Clinical counterpart to a Surgery Scheduler. This role serves as the primary liaison between patients, surgeons, and surgical facilities, managing pre‑operative and post‑operative appointments, insurance authorizations, and patient education. The Surgery Counselor plays a critical role in ensuring efficient surgical scheduling and a positive patient experience. Shape

What You'll Do:Advanced Patient Care Coordination

• Coordinates and schedules surgeries, ensuring accuracy in procedure details, provider availability, and facility coordination.
• Communicates with patients regarding surgery dates, instructions, and necessary preparations, including pre‑operative and post‑operative care.
• Secures insurance authorizations and verifies coverage for surgical procedures, working closely with insurance companies and patients.
• Ensures all pre‑operative requirements, such as medical clearances and diagnostic testing, are completed before surgery.
• Acts as a liaison between the practice, surgical facilities, and patients to ensure seamless coordination.
• Provides patients with detailed financial information regarding surgical costs, payment plans, and insurance coverage.
• Maintains an organized scheduling system to prevent conflicts and optimize surgical efficiency.
• Assists in the development and implementation of scheduling policies and best practices to improve workflow.
• Monitors and follows up on post‑operative appointments to ensure continuity of care.
• Ensures compliance with HIPAA and OSHA regulations, maintaining patient confidentiality and safety at all times.
• Addresses and resolves scheduling conflicts, cancellations, or patient concerns promptly and professionally.
• Ensures 20/20 Patient Experience by:
• Anticipating patient’s registration and billing needs,
• Anticipating patient’s needs, such as water, snacks, etc.
• Providing consistent customer care

Other Responsibilities

• Demonstrate a strong commitment to confidentiality, ensuring that all patient information is protected and handled in compliance with applicable regulations.
• Strong attention to detail, ensuring accurate record‑keeping and documentation.
• Participate in all required trainings and employee engagement activities.
• Proficient with Microsoft Office Suite or related software
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.

Requirements

REQUIREMENTS:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in healthcare administration or a related field preferred.
• Minimum of two years of surgical scheduling experience in a healthcare setting, preferably in ophthalmology.
• COA preferred.
• Advanced proven knowledge of all front desk procedures.
• If internal applicant, must qualify for Ophthalmic Tech II. Must have a letter of recommendation from someone in leadership within SEES (Manager, Regional Director of Clinical Operations for your region, or Support Center Leadership.)
• Completion of at least 10 Qualifying SEES Advancement Credits every 24 months.
• Strong understanding of insurance verification, prior authorizations, and billing procedures related to surgical services.
• Experience with electronic health records (EHR) systems and practice management software.
• Excellent organizational and multitasking skills with attention to detail.
• Strong communication and interpersonal skills to effectively coordinate with patients, providers, and surgical facilities.
• Ability to problem‑solve, manage time efficiently, and handle high‑pressure situations with professionalism.
• Dependable transportation required for travel to other locations as needed.

Other Responsibilities

• Demonstrate a strong commitment to confidentiality, ensuring that all patient information is protected and handled in compliance with applicable regulations.
• Strong attention to detail, ensuring accurate record‑keeping and documentation.
• Participate in all required trainings and employee engagement activities.
• Proficient with Microsoft Office Suite or related software
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail

KNOWLEDGE, SKILLS, AND ABILITIES:

• Patient Experience – Understanding and anticipate the patient’s needs. Proactively strives to exceed our patient’s expectations and provide ongoing education and communication.
• Proactive- Keep others informed. Ask for help when needed, brings any challenges or concerns to leadership.
• Analytical mind- capable of out‑of‑the‑box thinking to solve problems.
• Professionalism- Displaying cautious, helpful, and ethical behavior. Maintaining composure even under difficult and challenging circumstances.
• Excellent Communication Skills – written & verbal. Focus on becoming an active listening to better understand the needs of co‑workers and patients.
• Drive for Results – Strives for improving the patient experience by committing to continuous improvement and doing above and beyond for optimal outcomes.
• Focus on Efficiency – Utilizes technology, innovation, and process improvements to continuously improve efficiency and effectiveness.
• Teamwork- Participates as a team member and establishes strong working relationships with teammates and across the organization.
• Celebrates Change- Receptive to new ideas and responds to changes with flexibility and optimism.
• Forward‑thinking attitude – Consider how your actions and behavior influence or affect others, and how will this impact your future growth in the company.
• Continues Learning and Improvement- Acknowledges own strengths and development needs and works to strengthen capabilities.

OWNERSHIP SKILLS:

• Help foster a positive workplace environment that encourages accountability, collaboration, and transparency.??
• Self‑awareness; understanding your learning style and personality traits. Focus on your strengths rather than your weaknesses.?
• Pride in one’s work by asking questions when needed, providing feedback, and completed job tasks in a timely manner.?
• Aligning job responsibilities and projects with the company’s goal and mission.?
• Pro‑active measures in daily work that anticipates problems and develops solutions.?
• Ask for clarification when needed. Work in an organized and structured environment to minimize stress during busy workdays.?
• Confidence to express ideas and solutions during meetings or projects. Openness to other employee’s opinions and feedback.?
• Establish performance goals and align personal interest and career aspiration with new tasks and responsibilities.
• Offer solutions to problems rather than presenting issues.
• Ask for constructive feedback regarding job performance.???