Full-time Ophthalmology Surgical Administrative Assistant

Job Summary

We are seeking a Full-Time Surgical Administrative Assistant for an Ophthalmology Practice in the Metropolitan area. The Surgical Administrative Assistant plays a vital role in supporting the smooth operation of the surgical department. This position is responsible for coordinating and processing all administrative tasks related to surgical cases, including patient documentation, scheduling, and communication with providers, patients, and external offices. The Surgical Administrative Assistant ensures that all pre-operative requirements are completed in a timely and accurate manner, providing excellent surgical experience for patients and an efficient workflow for the surgical team.

Key Responsibilities

• Coordinate and process all administrative requirements for surgical patients, including:
  • Obtaining patient consents and ensuring forms are accurately completed.
  • Requesting, tracking, and receiving H&P (History & Physical) forms from primary care providers or specialists.
  • Preparing and posting surgical cases into the system.
  • Collecting and verifying all necessary patient documentation and clearances before surgery.
• Serve as an administrative point of contact between patients, providers, and external offices regarding surgical scheduling and requirements.
• Maintain accurate and organized records for all surgical cases.
• Communicate with patients to provide instructions, confirm appointments, and answer administrative questions regarding their surgery.
• Collaborate with surgeons, clinical staff, and scheduling teams to ensure accurate case postings and workflow efficiency.
• Track and follow up on outstanding documents to avoid surgical delays or cancellations.
• Assist with preparing surgical packets, letters, and documentation for patients and providers.
• Ensure compliance with HIPAA and organizational policies regarding patient information.
• Perform other administrative duties as assigned to support the surgical team.

Qualifications

• High school diploma or equivalent required.
• 2+ years of experience in a medical office setting, preferably in surgical coordination or administrative support.
• Knowledge of medical terminology and surgical processes is strongly preferred.
• Experience with electronic medical records (EMR) systems; ModMed or similar EMR experience is a plus.
• Strong organizational skills with attention to detail and ability to manage multiple priorities.
• Excellent communication skills, both verbal and written, with a focus on patient service.
• Ability to work collaboratively with a multidisciplinary team in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• One to two years of experience in a medical office or ophthalmology setting preferred
• Bilingual (Spanish required)

Core Competencies

• Detail-Oriented: Ensures accuracy in all surgical documentation and scheduling.
• Patient-Focused: Provides compassionate and professional communication with patients and families.
• Team-Oriented: Works effectively with surgeons, coordinators, and staff across departments.
• Problem-Solving: Proactively identifies and resolves barriers to surgical scheduling and documentation.
• Dependable: Demonstrates reliability and accountability in supporting the surgical team.

Benefits:

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