Surgical Coordinator

Job Title: Surgical Coordinator Reports to: Lead Surgical Coordinator Schedule:Monday-Friday (occasional evenings or weekends may be required) Location: Full-time onsite, Fairfax, VA FLSA Status: Non-exempt Effective Date: 3/1/2026 Job Summary: The Surgical Coordinator is a highly detail-oriented, organized professional who manages scheduling and coordination of ophthalmic surgical procedures at the ambulatory surgery center and local hospitals.

This role serves as a liaison between patients, surgeons, pre-op staff, and surgical facility staff, ensuring all aspects of surgical preparation and follow-up are handled efficiently.

Essential Responsibilities Surgery Scheduling & Coordination Meet one-on-one with patients in person at the office to educate them about upcoming surgical procedures, answering questions, and providing reassurance making a meaningful impact on their experience and confidence Schedule pre-operative visits, surgeries, and post-operative visits for patients in person at the office, in accordance with established guidelines, ensuring seamless continuity of care throughout each patients surgical journey.

Maintain and update the surgery schedules for assigned physician(s) using both paper and Practice Management software.

This includes updating surgery schedules with cancellations, rescheduling needs, necessary schedule closures, etc.

Respond to pre- and post-operative inquiries from patients and their families regarding medications and the surgical process.

Regularly meet with physicians to discuss and refine their surgery schedules and related processes.

Optimize operating room utilization and resource management.Communicate surgery dates and pre- and post-operative instructions to patients clearly and promptly, addressing any questions they may have, in a manner that instills understanding and confidence about their upcoming procedure.

Medical Records & Insurance Verification Verify patient insurance benefits and obtain surgery pre-authorizations from insurance companies before the surgery date.

Compile and distribute surgery packets to patients through their preferred contact methods (postal mail, email, or patient portal).

Prepare and distribute pre-op appointment packets for upcoming appointments in all three offices.

Track pre-op clearance forms and follow up with patients and primary care providers as needed.

Submit surgical orders to facilities for scheduled procedures.

Scan and document all surgery-related information in each patient's electronic health record.

Payments Collection Collect payments, including deductibles, copays, and other applicable amounts, before the date of surgery.Record surgery charges using Practice Management software to ensure timely claims submissions.

Compliance Enter relevant data into systems and liaise with patients to help physicians meet government reporting requirements (e.g., MIPS).Ensure adherence to healthcare regulations, standards, and best practices in surgical coordination.

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