Refractive Coordinator

Refractive Coordinator Job Description (Updated + Comprehensive)

POSITION TITLE

Refractive Coordinator

REPORTS TO

Director of Clinical Operations STATUS:

Full-Time, In-Office Position Overview:

The Refractive Coordinator plays a vital role in delivering an exceptional patient experience at Gulfcoast Eye Care. This position serves as the primary guide for patients transitioning from physician recommendation to surgical scheduling, ensuring clarity, confidence, and trust at every step of the decision-making process. The Refractive Coordinator educates patients on refractive and cataract surgery options, reviews pricing and financing, coordinates surgical scheduling and pre-operative requirements, and supports patients through one of the most impactful healthcare decisions they will make. This role also tracks performance metrics, conversion rates, and patient follow-up to ensure both clinical excellence and practice growth. You are the bridge between clinical recommendations and life-changing outcomes. Patient Education & Counseling

• Educate patients on recommended refractive and cataract procedures using clear, patient-friendly language
• Review lens options, benefits, limitations, and expected outcomes tailored to each patient's lifestyle and goals
• Present pricing, insurance considerations (when applicable), and financing options with transparency and confidence
• Address patient questions, concerns, and hesitations with empathy and professionalism
• Provide reassurance and guidance to support informed, confident decision-making
• Establish trust and rapport with patients following their evaluation Surgical Scheduling & Coordination
• Schedule surgical procedures, pre-operative testing, and post-operative visits accurately and efficiently
• Ensure all pre-operative requirements, testing, consent forms, and documentation are completed in a timely manner
• Communicate with the ambulatory surgery center (ASC) and internal teams as needed
• Process payments and assist patients with financing applications and approvals
• Deliver clear surgery instructions and confirm patient understanding of next steps Follow-Up & Conversion Management
• Proactively follow up with undecided patients within 24-48 hours after consultation
• Track consult-to-surgery conversion rates and outcomes
• Track premium IOL and refractive upgrade discussions and results
• Maintain detailed, organized notes and follow-up records in the EMR and CRM systems Workflow Coordination & Team Collaboration
• Collaborate closely with Dr. Manning, clinical staff, and administrative leadership to ensure seamless patient handoffs
• Partner with leadership to support performance tracking, KPIs, and conversion dashboards
• Participate in ongoing training focused on communication skills, patient education, confidence, and best practices Administrative & Documentation Responsibilities
• Maintain accurate and timely EMR and CRM documentation
• Track daily, weekly, and monthly performance metrics
• Stay current on pricing, promotions, procedures, lens technology, and practice offerings
• Contribute to the continuous improvement of patient education materials and workflows Key Qualifications
• Strong verbal and written communication skills with the ability to simplify complex medical concepts
• Confidence and professionalism when discussing elective procedures, pricing, and financing
• High emotional intelligence, empathy, and patient-first mindset
• Strong organizational skills with the ability to manage multiple tasks and priorities independently
• Prior experience in ophthalmology, healthcare, or medical sales preferred
• Comfortable working toward goals, KPIs, and structured performance expectations Gulfcoast Eye Care Values This Role Embodies
• Patient-first care and advocacy
• Warm, confident, and clear communication
• Attention to detail and strong follow-through
• Growth mindset with openness to coaching and feedback
• Team-oriented collaboration in pursuit of exceptional outcomes

Pay:

$25.00 - $28.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person