Surgical Records Coordinator

Gailey Eye Clinic; Bloomington (IL); Hybrid; USD 29,000 - 33,000; Full time

Job summary

Gailey Eye Clinic in Bloomington, IL is seeking a Surgical Records Coordinator to organize and maintain accurate outpatient ophthalmic surgical records. You will collaborate with surgeons, schedulers, testing technicians and vision coordinators to ensure readiness and a smooth patient and surgeon experience.

Responsibilities include reviewing surgical plans, assembling charts, coordinating chart delivery, generating pre-op histories, and documenting post-op in the EHR (NextGen).

Qualifications

• Experience in a customer service environment required.
• Excellent communication skills.
• Strong analytical/critical thinking abilities.
• Attention to detail in handling records.
• Strong interpersonal and relationship-building skills.
• Able to work independently & effectively.
• Strong organization and planning skills.
• Able to work effectively with the public.
• Knowledge of Electronic Health Records (EHR) applications.
• Experience with NextGen preferred.
• MS Word and Outlook proficiency; PDF Xchange Editor experience.
• Familiarity with ICD-10 and CPT-4 codes is a plus.

Responsibilities

• Review overall surgical plan to ensure consistency.
• Organize surgical records and testing information for surgeon review.
• Finalize surgical plans and paperwork with care teams.
• Generate pre-op history reports and prepare schedules for facilities.
• Confirm surgery schedule accuracy with patient records.
• Organize charts physically or electronically per schedule.
• Coordinate delivery of charts to surgeons before surgery date.
• Create encounter for surgery and print post-op fees.
• Document post-operative details in the EHR (NextGen).
• Review operative notes to ensure completeness and accuracy.
• Resolve any diagnosis or chart issues with staff as needed.
• Scan and file final schedules into the EMR.

Skills

Customer service

Communication

Analytical thinking

Attention to detail

Interpersonal skills

Independent work

Organization

Public interaction

Under pressure

Teamwork

Tools

NextGen

PDF Xchange Editor

MS Word

Outlook

Job description

Position Purpose

The Surgical Records Coordinator is responsible for coordinating and maintaining accurate, complete, and timely surgical records for scheduled outpatient ophthalmic procedures. This position works closely with Surgeons, Surgical Schedulers, Special Testing Technicians, Premium Vision Coordinators, and other clinical staff to support surgical readiness and efficient patient and surgeon experience.

Essential Functions and Responsibilities:

• Review overall surgical plan to ensure consistency.
• Organize surgical record and testing information for surgeon review/interpretation.
• Works with Surgeon, Special Testing Technician, Surgical Scheduler, and Premium Vision Coordinator to finalize surgical plans/paperwork for all outpatient surgical procedures.
  • Generate pre-op history reports, send report of operation/standing orders to surgical facilities as needed, prepare surgical schedules for satellite surgical facilities for all surgeons.
• Confirm surgery schedule with patients’ surgical chart for accuracy.
• Organize charts according to Organize charts physically or electronically according to surgical schedule and place them in the surgical bag or send electronically for surgeons, as needed.
• Coordinate delivery of surgical bag or electronic surgical charts to surgeon prior to surgical date.
• surgical bag to surgeon prior to surgical date.
• Create encounter for surgery/print fee ticket post-operatively.
• Document surgical treatment post operatively in EHR (Intakes – Monday thru Thursday).
• Review operative notes/intra op reports to ensure completeness/accuracy of surgical procedure for all outpatient surgical patients.
  • Contact appropriate staff as needed for any operative report revisions.
• Resolve patient diagnosis as needed in electronic health record.
• Electronically scan final surgical schedule.
• Receive/send tasks via EHR (NextGen) for surgical changes/additions.
• Perform tear down and prepping of all surgical charts to be scanned into electronic medical record.

This job description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, duties, skills, or working conditions associated with a particular job. It is intended to be only a general description of the principal requirements common to positions of this type. Employees in this job may perform other duties as assigned

Minimum Job Requirements (Education, Experience, Skills):

• Experience in customer service environment required.
• Excellent communication skills.
• Strong analytical/critical thinking skills.
• Strong ability to pay close attention to details
• Strong interpersonal and relationship building skills.
• Able to work independently & effectively.
• Strong organization and planning skills.
• Able to work effectively with the public.
• Strong Knowledge of Electronic Health Records (EHR) Applications. Experience working with NextGen preferred.
• Computer literacy, specifically MS Word and Outlook for Windows, PDF Xchange Editor.
• Working knowledge of ICD-10 and CPT-4 codes.
• Ability to work under pressure in a fast-paced environment.
• Strong team-oriented individual.
• Flexibility and willingness to adapt to change.

Physical Demands:

This position requires an incumbent to sit at a desk and/or stand for long hours during regularly scheduled work hours. This job may include, but are not limited to sitting, reaching, stooping, crouching, kneeling, climbing, twisting, hearing and repetitive motions. The ability to lift up to 25 pounds. Must have reliable transportation and be able to drive/travel as needed.

Working Conditions and Environment:

Incumbent works in a temperature controlled medical office environment or hybrid work model per manager approval.

Pay:

The starting range for this position is $20.50 - $23.80/hr. depending on skills, experience, and qualifications as well as market considerations.