Surgical Coordinator at Northern Virginia Ophthalmology Associates (NVOA) – Fairfax, Virginia

Job Title: Surgical Coordinator

Reports to: Lead Surgical Coordinator

Location: Fairfax, VA (occasional travel to Falls Church and/or Alexandria offices may be required)

Schedule: 8am - 4:30pm, Monday-Friday (occasional evenings or weekend as needed)

FLSA Status: Non-exempt

Job Summary:

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

Essential Responsibilities

1. Surgery Scheduling & Coordination
   • 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.
   • Schedule pre-operative visits, surgeries, and post-operative visits for surgery patients, ensuring continuity of care for patients.
   • Regularly meet with physicians to discuss and refine their surgery schedules and related processes.
   • Respond to pre- and post-operative inquiries from patients and their families regarding medications and the surgical process.
   • 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.
2. Medical Records & Insurance Verification
   • Verify patient insurance benefits and obtain surgery pre-authorizations from insurance companies prior to the date of surgery. 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, following up as necessary with patients and primary care providers.
   • Submit surgical orders to facilities for scheduled procedures. Scan and document all surgery-related info into electronic health records for each patient.
3. Payments Collection
   • Collect payments, including deductibles, copays, and any other applicable payments, prior to the date of surgery.
   • Record surgery charges using Practice Management software to ensure timely claims submissions.
4. Compliance
   • Enter relevant data into systems and liaise with patients to assist physicians in meeting governmental reporting requirements (e.g., MIPS).
   • Ensure adherence to healthcare regulations, standards, and best practices in surgical coordination.
5. Performs other related duties as assigned while remaining flexible to the evolving needs of the business.

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