Surgical Scheduling Coordinator

Job Summary:

The Surgical Scheduler is responsible for coordinating ophthalmic surgeries by managing all aspects of scheduling and patient preparation. This role involves working closely with surgeons, surgical centers, and patients to ensure accurate scheduling, verifying insurance coverage/medical clearances, and maintaining thorough and up-to-date documentation. The Surgical Scheduler provides compassionate communication regarding pre- and post-operative instructions, assists patients throughout the surgical process, and supports efficient department operations through timely handling of calls, referrals, and administrative tasks. Attention to detail, strong organizational skills, and the ability to navigate electronic medical records and external systems are essential for success in this role.

Key Responsibilities:

• Schedule ophthalmic surgeries in coordination with surgeons, surgical centers, and patients.
• Review surgical plans to understand the specific needs and requirements of each procedure.
• Verify insurance coverage and obtain prior authorizations as needed.
• Call for and confirm all necessary medical clearances and pre-operative testing.
• Review surgical consents, questionnaires, and medications with patients.
• Clearly and compassionately communicate pre-operative and post-operative instructions.
• Serve as a liaison between patients, surgeons, surgical centers, and other departments (including billing) to ensure coordinated care.
• Navigate and maintain accurate records within the electronic medical record (EMR) system and relevant external websites (e.g., LabCorp, surgical center portals).
• Scan and complete surgical packets, including booking documents, and manage the surgical waitlist.
• Provide on-site assistance at the surgery center on surgical days, supporting both patients and staff as needed.
• Coordinate follow-up appointments and post-operative care instructions.
• Process electronic faxes and ensure all documentation is appropriately filed.
• Monitor and restock surgical scheduling supplies (e.g., folders, patient bags).
• Assist with physician referrals and support the general scheduling department as needed.
• Respond promptly and professionally to phone calls, voicemails, emails, and EMR messages.
• Provide support with high call volume periods by answering phone queue calls.

Qualifications:

Required

• High school diploma or equivalent

• At least 1 year of experience in a surgical scheduling, preferably in ophthalmology or a specialty medical practice

• Extensive customer service experience, in-person and over the phone

• Proficiency with EMR systems (experience with ModMed is a plus)

• Excellent interpersonal, verbal, and written communication skills

• Strong organizational skills

• Ability to manage multiple tasks efficiently and accurately

• Ability to work independently without significant supervision as well as part of the larger Surgical Scheduling team

• Ability to commute to all office locations (Albany, Clifton Park and Troy) and our Ambulatory Surgery Center.

Preferred

• Knowledge of ophthalmic procedures and terminology

• Bilingual skills (Spanish or other languages) are a plus