**Job Title**: Surgical Coordinator / Manager
**Specialty**: Ophthalmology (Retina and Cataract)
**Reports to**: Office Manager
**Position Summary**
The Surgical Coordinator is responsible for end-to-end management of the surgical scheduling process, including patient coordination, surgeon calendars, facility logistics, insurance authorization, and peri-operative communication.
The role functions as the operational hub between surgeon, patient, ambulatory surgery center (ASC)/hospital, anesthesia team, and payers to ensure accurate, compliant, and efficient surgical throughput.
Must have strong English and Spanish language skills.
**Core Responsibilities**
**Surgical Scheduling & Coordination**
- Schedule surgical cases across ASCs and hospital sites based on surgeon availability, block time, and case urgency
- Maintain and optimize surgical calendars; manage add-ons, cancellations, and rescheduling
- Confirm case readiness (documentation, consent, diagnostics, clearances)
**Patient Navigation**
- Serve as primary point of contact for surgical patients from booking through postoperative period
- Provide pre-operative instructions, expectations, and timelines
- Ensure completion of pre-op testing, medical clearance, and required paperwork
- Address patient questions regarding logistics, preparation, and recovery planning
**Insurance & Financial Workflow**
- Coordinate prior authorizations and verify benefits for surgical procedures and related services
- Communicate estimated patient financial responsibility; coordinate with billing/financial counseling
- Ensure CPT/ICD coding alignment with clinical documentation for scheduling and authorization
**Clinical & Administrative Interface**
- Liaise with surgeons, technicians, anesthesia, and facility staff to ensure case readiness




- Prepare surgical packets and documentation for each case
- Track and reconcile surgical case logs and outcomes for operational reporting
- Maintain compliance with HIPAA and regulatory requirements
**Quality & Throughput**
- Identify scheduling bottlenecks and implement workflow improvements
- Monitor cancellation rates, utilization of block time, and turnaround efficiency
- Support process standardization across sites
**Qualifications**
**Required**
- 2+ years in surgical scheduling, care coordination, or healthcare operations
- Experience with prior authorizations and insurance verification
- Proficiency in EHR/PM systems and surgical scheduling workflows
- Strong organizational skills; ability to manage high-volume, multi-site scheduling
- Clear patient communication and stakeholder coordination skills
**Preferred**
- Ophthalmology or ambulatory surgery experience
- Familiarity with retina, cataract, or subspecialty surgical workflows
- Knowledge of CPT/ICD coding basics and payer requirements
- Experience coordinating ASC/hospital logistics and vendor interactions
**Key Competencies**
- Operational precision and follow-through
- Situational prioritization and time management
- Patient-centered communication
- Cross-functional coordination
- Process improvement mindset
**Work Environment**
- Clinical office setting with frequent coordination across ASCs and hospital sites
- Standard weekday schedule with occasional early-morning coordination tied to OR start times
**Performance Metrics**
- Case scheduling accuracy
- Authorization turnaround time
- Surgical utilization/block efficiency
- Cancellation/no-show reduction
- Patient satisfaction related to surgical coordination
Pay: $****** - $****** per hour
Work Location: In person

📌 Surgical Coordinator/Manager (Xico)
🏢 New York Retina Center
📍 Xico