Surgery Coordinator Manager

Company Overview

Eye Center of Texas has 6 Board Certified Ophthalmologists and 8 Therapeutic Optometrist with 6 locations. Our nationally renowned physicians, combined with the most advanced medical technology, gives us the opportunity to offer our patients the highest caliber of care. We offer comprehensive medical and surgical care, including laser cataract surgery, LASIK, vision correction, glaucoma, retina and vitreous disease treatments and more.

Position Summary

A Surgery Coordination Manager oversees all functions related to surgical scheduling and coordination for the practice. This role leads the surgery coordination team, ensures efficiency and accuracy in scheduling workflows, supports surgeons and clinical teams, and upholds a high standard of patient experience. The manager is responsible for staff performance, operational optimization, compliance, and the smooth execution of surgical services across the practice.

All duties of a Surgery Coordinator are maintained under the Manager title and expectations for completion remain the same. The Surgery Coordination Manager is still responsible for working in a patient-facing capacity.

Responsibilities

Leadership, Team Management, and Operational Oversight

• Supervises the daily operations of the surgery coordination team, ensuring adequate coverage and balanced workloads
• Participates in the hiring process for new team members.
• Trains, mentors, and evaluates staff to ensure strong performance and adherence to standards.
• Provides ongoing coaching to improve communication, scheduling accuracy, and patient support.
• Conducts regular team meetings to review workflow changes, performance metrics, and process improvements.
• Oversees all ophthalmic surgery scheduling, ensuring accuracy, efficiency, and adherence to surgeon preferences, block times, and facility protocols.
• Collaborates with surgeons, clinical leadership, and ASC/Hospital partners to ensure seamless coordination across all sites.
• Mitigates schedule conflicts and troubleshoot escalated issues involving patient concerns, documentation, or insurance authorization.
• Identify operational inefficiencies and implement process improvements to enhance scheduling accuracy, patient flow, and staff productivity
• Develop, update and communicate standard operating procedures (SOPs) for surgery coordination functions.
• Collaborate with leadership to align surgery coordination process with strategic goals and patient access initiatives
• Participates in cross-functional committees or projects involving clinical operations, revenue cycle, or patient experience.

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

• Ensure the team completes and documents all prior authorizations, insurance verifications, and benefits discussions accurately.
• 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 discuss financial responsibility when appropriate.

Patient Coordination and Communication

• Standardize patient education workflows for cataract, glaucoma, retina, oculoplastic, and corneal surgeries
• Oversee the accuracy of pre-op requirements including testing, clearances, and lens/supply ordering.
• 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.

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 Surgical Center meetings as needed and approved by management.

Documentation, Chart Preparation, and Compliance

• Audit surgical charts, documentation packets, consent completion, and EMR entries to maintain quality and consistency.
• Audit co-management process through EMR and any third-party software to ensure accuracy of use, completion, and quality.
• 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.

Qualifications

• High School Diploma or equivalent
• Minimum 5 years of experience as a Surgical Scheduler/Coordinator or equivalent title; ophthalmology experience preferred
• Experience with EHR software; Nextech/ICP experience strongly preferred

• Advanced knowledge of contracted insurance plans and procedures
• Strong communication and interpersonal skills
• Ability to work in a fast-paced clinical environment.
• Must have ability to travel to all practice locations as necessary

Company Benefits

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package

We also offer the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.