Surgery Scheduling Manager

Position Summary:

The Surgery Scheduling Manager is responsible for overseeing all aspects of surgical scheduling, coordination, and patient preparation—ensuring procedures (such as cataract, glaucoma, retina, and LASIK surgeries) are efficiently planned, compliant, and patient-centered. They contribute to organizational operations and support the mission by fostering interdepartmental communication and collaboration.

Principal Duties and Responsibilities:

Surgical Scheduling & Coordination Oversee scheduling of all surgical procedures (e.g., cataract, LASIK, retina surgeries) Coordinate surgeon availability and operating room (OR) time Ensure proper allocation of surgical blocks and maximize OR utilization Schedule pre-op and post-op appointments in alignment with surgical timelines Manage urgent or add-on surgical cases Staff Management & Training Supervise and train surgery schedulers and coordinators Ensure staff understand: Ophthalmic procedures and terminology Surgeon-specific scheduling preferences Monitor staff performance, productivity, and accuracy Create schedules, manage workloads, and address staffing issues Provide coaching on patient communication and insurance processes Insurance Authorization & Financial Coordination Oversee insurance verification and prior authorizations Ensure compliance with payer requirements for procedures (e.g., cataract surgery criteria) Coordinate with billing teams on: Surgical coding (CPT/ICD-10) Patient financial responsibility (copays, deductibles) Ensure patients are informed of costs and financial arrangements in advance Patient Communication & Education Ensure patients receive clear instructions regarding: Pre-operative preparation (medications, fasting, transportation) Surgical expectations and recovery process Handle escalated patient issues or complex cases Ensure a seamless, reassuring patient experience before surgery Clinic Coordination Work closely with surgeons, technicians, and clinical teams to: Confirm medical readiness for surgery Ensure required diagnostic testing (e.g., biometry, OCT scans) is completed Verify surgical clearance (medical approvals if required) Ensure proper documentation is in place prior to surgery day Facility & Vendor Coordination Coordinate with ambulatory surgery centers (ASCs) or hospital ORs Schedule vendors and equipment (e.g., lenses for cataract surgery, lasers) Confirm availability of surgical supplies and implants Manage communication with external partners involved in procedures Maintain contact and build rapport with area hospitals, surgery centers, and anesthesia services Compliance & Regulatory Oversight Ensure compliance with healthcare regulations (HIPAA, CMS, payer guidelines) Maintain accurate and complete surgical documentation Follow accreditation and safety standards (e.g., Joint Commission, AAAHC) Audit scheduling and authorization processes for accuracy and compliance Reporting & Performance Management Track key metrics such as: Surgical volume Cancellation and no-show rates Authorization turnaround times OR utilization rates Prepare reports for leadership Identify trends and opportunities for process improvement Process Improvement & Workflow Optimization Develop and refine standard operating procedures (SOPs) for surgical scheduling Reduce scheduling errors, delays, and cancellations Improve coordination between clinic, surgery center, and billing teams Implement tools or automation for efficiency Collaborate with physicians, surgical teams, PSR Team, Call-Center Team, Billing, etc. to align scheduling processes with overall clinic operations and patient flow

Knowledge, Skills, and Abilities:

Degree in nursing or related field is preferred. 5-7 years of job-related experience may be substituted in lieu of education Strong leadership and organization skills Knowledge of ophthalmic procedures and surgical workflows Insurance and authorization expertise Attention to detail and accuracy Patient-centered communication Data-driven decision making Highly developed verbal and written communication, and organizational skills. Demonstrates the ability to analyze financial and operating information to make decisions