Surgical Services Manager

Gailey Eye Clinic; Bloomington (IL); On-site; USD 59,000 - 68,000; Full time

Job summary

Gailey Eye Clinic is seeking a Surgical Services Manager to provide strategic and operational leadership across Surgical Services, including scheduling, records, and referrals coordination. You will drive efficiency, standardize workflows, and partner with clinical leaders to enhance patient access and outcomes.

The role requires strong leadership, healthcare operations experience, and proficiency with EMR systems such as NextGen.

Qualifications

• Supervisory/management experience preferred.
• Ophthalmology or surgical services experience preferred.
• EMR experience (NextGen preferred).

Responsibilities

• Provide leadership and oversight of Surgical Services areas including Scheduling, Records and Referrals Coordinators.
• Coach, mentor, and develop staff while promoting accountability and professional growth.
• Conduct performance evaluations and partner with leadership on compensation and promotions.

Skills

Leadership

Team development

Communication

Problem solving

Tools

NextGen EMR

Job description

Position Purpose

The Surgical Services Manager provides strategic and operational leadership across all Surgical Services functions, ensuring efficient, standardized workflows and a high-quality, patient-centered experience. This role leads surgical scheduling and records and referral coordinator teams, drives operational excellence, and partners with clinical and administrative leaders to optimize performance, improve processes, and support organizational goals.

Essential Functions and Responsibilities

Leadership & Team Management

• Provide leadership and oversight of Surgical Services areas including Scheduling, Records and Referrals Coordinators.
• Coach, mentor, and develop staff while promoting accountability, engagement, and professional growth.
• Conduct performance evaluations, regular one-on-ones, and partner with leadership on compensation, promotions, and disciplinary actions.

• Address employee relations issues promptly and professionally.

• Foster a collaborative, high-performing team culture and ensure staff are trained and equipped for success.
• Partners with the Director of Clinical Services to review staff performance and provide recommendations regarding salary adjustments, promotions, and disciplinary actions

Operations & Workflow Management

• Oversee daily operations to ensure efficiency, consistency, and quality outcomes.
• Standardize workflows across locations aligned with best practices.
• Monitor productivity, staffing, and patient flow; adjust resources as needed.
• Support and optimize scheduling workflows in NextGen, including templates and rescheduling.
• Maintain oversight of surgical access to ensure timely patient scheduling.

Communication & Collaboration

• Partners with providers, ASC leadership, clinic leadership, and departments to ensure continuity of care.
• Serve as a liaison between Surgical Services, surgery centers, referring providers, and external partners.
• Lead team meetings and communicate updates on workflows, policies, and organizational changes.
• Provide regular operational, staffing, and performance updates to leadership.

Compliance, Quality & Risk Management

• Ensure compliance with HIPAA, OSHA, and organizational policies.
• Support audits, documentation reviews, and issue resolution.
• Monitor performance metrics and implement corrective actions.
• Identify and resolve workflow issues impacting patient care, billing, and documentation.
• Promote a culture of safety, quality, and accountability.

Financial, Payroll & Resource Management

• Oversee payroll, attendance, PTO, and overtime in UKG; ensure accuracy and compliance.
• Manage departmental budgets, inventory, and supply ordering.
• Coordinate vendor relationships, expenses, and invoice tracking.
• Support capital equipment planning and purchasing decisions.

Strategic Planning & Organizational Leadership

• Participate in strategic initiatives to improve efficiency and patient access.
• Partner with leadership and providers to implement operational and clinical improvements.
• Lead process improvement efforts across Surgical Services.

Clinical & Surgical Coordination Support

• Oversee physician surgery schedules to optimize access and utilization.
• Maintain working knowledge of all roles; provide support or coverage as needed.
• Ensure timely post-operative documentation, charge capture, and billing communication.
• Support coordination of operative reporting and continuity of care.

Systems, Technology & Administrative Oversight

• Serve as EPIC E-Link Practice Administrator and support system functionality.
• Maintain calendars, templates, and documentation systems.
• Ensure consistent and accurate use of EMR and operational tools.

Patient Experience & Issue Resolution

• Resolve escalated patient and staff concerns with professionalism and urgency.
• Support patient communication, record sharing, and follow-up coordination.
• Provide after-hours support as needed to ensure continuity of care.

Operational Reporting & Additional Responsibilities

• Monitor workload and productivity reports to guide decisions.
• Complete monthly surgical volume and performance reports.
• Participate in leadership duties, including weekend management as assigned.

Performance Expectations

• Achieve operational efficiency and consistency across all functions.
• Maintain high staff engagement, productivity, and performance.
• Ensure regulatory and organizational compliance.
• Improve patient access, reduce delays, and enhance experience.
• Drive measurable continuous improvement initiatives.

Confidentiality

• Maintains patient and organizational confidentiality in compliance with HIPAA

This job description is not intended to be an exhaustive list of duties and responsibilities. Additional responsibilities may be assigned as needed.

Minimum Job Requirements

Education & Experience

• Prior supervisory/management or surgical services experience preferred
• Ophthalmology or surgical specialty experience preferred
• EMR experience (NextGen preferred)

Skills & Competencies

• Strong leadership, communication, and team development skills with the ability to manage multiple priorities in a fast-paced healthcare environment.
• Analytical decision-maker with expertise in problem-solving, regulatory compliance, HIPAA, medical office operations, and CPT/ICD-10 coding and surgical billing.
• Proficient in Microsoft Office applications, with a demonstrated commitment to professionalism, adaptability, and continuous improvement.

Physical Demands

Requires prolonged sitting and/or standing, with occasional reaching, bending, and lifting 25 pounds. Travel between locations may be required.

Working Conditions

Primarily a temperature-controlled medical office environment with occasional remote work based on business needs.

Starting Salary Range: $58,700.00–$68,148.88 annually, depending on experience and qualifications.