Surgical Coordinator in Falls Church, Virginia at Northern Virginia Ophthalmology Associates (NVOA)

Job Title: Surgical Coordinator

Reports to: Lead Surgical Coordinator

Schedule: Monday-Friday (occasional evenings or weekends may be required)

Location: Full-time onsite, Fairfax, VA

FLSA Status: Non-exempt

Effective Date: 3/1/2026

Job Summary:

The Surgical Coordinator is a highly detail-oriented, organized professional who manages scheduling and coordination of ophthalmic surgical procedures at the ambulatory surgery center and local hospitals. This role serves as a liaison between patients, surgeons, pre-op staff, and surgical facility staff, ensuring all aspects of surgical preparation and follow-up are handled efficiently.

Essential Responsibilities

Surgery Scheduling & Coordination

• Meet one-on-one with patients in person at the office to educate them about upcoming surgical procedures, answering questions, and providing reassurance — making a meaningful impact on their experience and confidence
• Schedule pre-operative visits, surgeries, and post-operative visits for patients in person at the office, in accordance with established guidelines, ensuring seamless continuity of care throughout each patient’s surgical journey.
• Maintain and update the surgery schedules for assigned physician(s) using both paper and Practice Management software. This includes updating surgery schedules with cancellations, rescheduling needs, necessary schedule closures, etc.
• Respond to pre- and post-operative inquiries from patients and their families regarding medications and the surgical process.
• Regularly meet with physicians to discuss and refine their surgery schedules and related processes.
• Optimize operating room utilization and resource management.
• Communicate surgery dates and pre- and post-operative instructions to patients clearly and promptly, addressing any questions they may have, in a manner that instills understanding and confidence about their upcoming procedure.

Medical Records & Insurance Verification

• Verify patient insurance benefits and obtain surgery pre-authorizations from insurance companies before the surgery date.
  
• Compile and distribute surgery packets to patients through their preferred contact methods (postal mail, email, or patient portal).
  
• Prepare and distribute pre-op appointment packets for upcoming appointments in all three offices.
  
• Track pre-op clearance forms and follow up with patients and primary care providers as needed.
  
• Submit surgical orders to facilities for scheduled procedures.
  
• Scan and document all surgery-related information in each patient's electronic health record.

Payments Collection

• Collect payments, including deductibles, copays, and other applicable amounts, before the date of surgery.
• Record surgery charges using Practice Management software to ensure timely claims submissions.

Compliance

• Enter relevant data into systems and liaise with patients to help physicians meet government reporting requirements (e.g., MIPS).
• Ensure adherence to healthcare regulations, standards, and best practices in surgical coordination.

Perform other related duties as assigned while remaining flexible to the business's evolving needs.

The responsibilities and work conditions for this position are subject to change due to business needs.

Required Skills/Abilities:

• Excellent communication and coordination skills.
• Strong attention to detail and ability to prioritize tasks.
• Proven multitasking capabilities.
• Professionalism in interactions and an energetic, empathetic approach with patients.
• Builds strong relationships with colleagues and maintains a collaborative attitude with all team members.
• Demonstrates strong initiative and self-direction in achieving goals.
• Committed to the practice's success and reputation, and proactive in achieving goals.

Education and Experience

• High school diploma or equivalent required; an associate’s or bachelor’s degree in healthcare or a related field is preferred.
• 3-5 years of relevant experience in scheduling ophthalmic surgeries or a similar role required.
• Familiarity with EHR systems, particularly NexTech, is advantageous.
• Knowledge of ophthalmology terminology & procedures and insurance processes is essential.
• Certification as a surgical assistant or comparable credentials is a plus.

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Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to commute to different offices to work as needed.