Surgical Scheduling and Calendar Management
- Schedules ophthalmic surgeries (e.g. cataract, glaucoma, retina, oculoplastic, pediatric) according to surgeon availability and facility requirements.
- Coordinates pre-op testing (biometry, OCT, topography, labs, PCP clearance) as required.
- Confirms all necessary equipment, lenses (IOLs), and special supplies are ordered ahead of procedure dates.
- Coordinates, processes, and routes all paperwork as required to meet physician and facility requirements. Provides accurate, thorough, and complete documentation of all information pertinent to patient treatment(s).
Insurance & Authorization Management
- Obtains pre-authorizations for surgery, ensure coverage, and verify benefits for surgical procedures, diagnostic tests, and special implants (e.g. premium IOLs)
- Documents authorization details in the EMR and communicate requirements to patients
- Provides cost estimates and discusses financial responsibility when appropriate.
Patient Coordination and Communication
- Contacts patients to confirm surgery dates, arrival times, and instructions
- Provides patients with pre-operative and post-operative instructions and education materials.
- Answers patient questions about preparation, recovery, medications, and timelines via all communication methods
- Schedules postoperative appointments.
- Interacts with patients, physicians, and other staff in office and at the surgical facility as needed.
- Continues care during post-operative period by supporting triage needs and questions, obtaining testimonials or additional survey and feedback communication from the patient.
Patient Education and Counseling
- Explains cataract and refractive surgery options in clear, patient-friendly terms, including:
- Premium IOLs (Toric, Multifocal, EDOF), monovision strategies, and target refractions
- Laser vision correction procedures (LASIK, PRK, SMILE) and Phakic IOL where applicable
- Discusses benefits, risks, candidacy criteria, expected visual outcomes, recovery timelines, activity restrictions, and realistic expectations.
- Aligns recommendations to patient lifestyle goals and surgeon guidance, document preferences, questions, and decision points.
- Reviews out-of-pocket costs for premium lenses and refractive procedures, financing options, and payment timelines according to practice policy (no clinical promises or guarantees)
Clinical Operations and Patient Support
- Tracks and follows up on post-op care, surgical outcomes, and any required rescheduling.
- Maintains accurate waitlists and optimizes block time usage for surgeons.
- Serves as the primary point of contact for patients throughout the surgical process.,
- Provides compassionate support to reduce patient anxiety and improve overall satisfaction.
- Contribute to team effort by completing additional tasks or projects as directed.
- Attends Ambulatory Surgeryl Center meetings as needed and approved by management.
Documentation, Chart Preparation, and Compliance
- Prepares and maintains accurate surgical packets, consent forms, charts, and operative documentation.
- Coordinates communication between surgeons, ASC or hospital teams, anesthesia, and referring providers.
- Maintains up-to-date documentation and knowledge regarding co-management with referring providers and ensures compliance with the scheduling
- Ensures medical clearances are completed and documented as needed.
- Ensures all documentation meets regulatory, medical, and organizational standards.
- Maintains accurate logs for surgeries, cancellations, and reschedules.
- Protects patients information under HIPAA guidelines.
