Oculofacial (Oculoplastic) Surgical Coordinator

Position Summary

The Oculoplastics Surgical Coordinator independently manages the administrative surgical process for Oculoplastics providers, including in-office and outpatient procedures. The role requires exceptional organization, attention to detail, proactive communication, and ownership of multiple cases and deadlines. The coordinator serves as the primary administrative liaison among patients, physicians, surgical facilities, and internal departments.

Key Responsibilities

Surgical Scheduling & Case Management

• Coordinate surgical cases from initial recommendation through completion.
• Manage surgical calendars, scheduling, cancellations, and rescheduling.
• Maintain accurate pending and scheduled case lists.
• Verify procedures, CPT codes, laterality, case duration, and surgical location.
• Coordinate combined procedures involving multiple providers.
• Proactively follow up on outstanding cases and scheduling requirements.

Surgery Center Coordination

• Serve as primary liaison with Montgomery Surgery Center, Johns Hopkins Surgery Center, and other facilities.
• Submit accurate surgical postings within facility deadlines.
• Coordinate operating room availability, formal case confirmations, and schedule changes.
• Communicate equipment and special surgical requirements in advance.
• Resolve scheduling conflicts and promptly escalate unresolved concerns.

Insurance Authorization & Financial Coordination 

• Coordinate with the insurance team on authorization requirements, submissions, approvals, and denials.
• Verify authorized procedures and CPT codes against the surgical plan.
• Track pending authorizations and follow up to avoid delays.
• Prepare and communicate surgical estimates for cosmetic and self-pay cases.
• Coordinate patient financial responsibilities and payment requirements with billing.

Patient Communication & Preoperative Preparation

• Serve as the primary administrative contact for surgical patients.
• Provide scheduling details, approved preoperative instructions, and facility information.
• Coordinate medical clearances, testing, and outstanding documentation.
• Ensure surgical paperwork and instructions are completed and provided on time.
• Arrange postoperative appointments and communicate scheduling changes.
• Route clinical questions and prescription requests to appropriate medical personnel.

Surgical Tracking & Documentation

• Maintain accurate surgical records, tracking lists, and patient communications.
• Review upcoming cases for missing authorizations, clearances, and paperwork.
• Manage assigned surgical emails, voicemails, Teams messages, and tasks.
• Provide regular status updates to physicians and the Office Manager.
• Ensure timely resolution and documented follow-through on outstanding items.

Workflow Management & Accountability 

• Independently prioritize daily responsibilities and time-sensitive deadlines.
• Manage competing needs across providers, facilities, and patients.
• Communicate proactively with patients, physicians, and internal departments.
• Identify and address administrative issues before they delay care.
• Escalate complex or unresolved issues to the Office Manager.
• Maintain clear ownership and accountability for assigned cases.

Qualifications

Education

• High school diploma or equivalent required
• Associate degree or medical administrative training preferred

Experience

• 2+ years of experience in surgical scheduling or medical coordination preferred
• Experience in ophthalmology or oculoplastics strongly preferred
• Experience working with insurance verification and prior authorizations

Skills & Competencies

• Strong knowledge of medical terminology, particularly ophthalmic and surgical terminology
• Excellent organizational and multitasking abilities
• Strong patient communication and customer service skills
• Attention to detail and accuracy in documentation
• Proficiency with Electronic Medical Records (EMR) systems
• Ability to manage confidential patient information in compliance with HIPAA

Work Environment

• Medical office or ophthalmology practice setting
• Frequent communication with physicians, surgical centers, and patients
• May require occasional travel between clinic and surgical facilities
• Ability to work reliably in a fast-paced multisite practice

Benefits:

• Health insurance
• Dental Insurance 
• Life Insurance
• Accidental Death & Dismemberment Insurance
• 401(K)
• PTO and holidays off
• Career growth and development