Visionmax Eye Centre is looking for someone like you to bring your exceptional skills and experience and join us as an Administration (Surgical Coordinator)!
In this role you’ll manage the administrative and logistical aspects of surgical services. You’ll ensure efficient scheduling of procedures, accurate completion of patient documentation (including consents), and seamless communication between patients, surgeons, and clinical staff. You will play a key role in delivering a smooth and organized surgical experience for patients and the care team.
This position is a part-time role working 20-29 hours per week, Tuesday to Thursday 7:30am – 4:00pm.
What You’ll Do
- Coordinate surgical procedures schedules and confirm patient appointments
- Ensure all required documentation is completed and accurate, including patient consents, and pre-operative requirements
- Manage incoming and outgoing calls, emails, referrals and inquiries related to surgical services
- Verify patient information and procedural requirements
- Maintain and update scheduling systems and patient records with a high level of accuracy
- Identify and resolve scheduling conflicts or last-minute changes efficiently
- Ensure compliance with healthcare regulations, privacy standards, and clinic policies
- Support pre-operative and post-operative coordination
- Deliver exceptional customer service ensuring a positive patient experience
- Support clinic operations by performing additional duties as required
What You Bring
- Diploma or certificate in medical office administration or related field is preferred
- Previous experience in a healthcare or surgical setting preferred
- Knowledge of medical terminology is an asset
- Proficiency in electronic medical records (EMR) systems and scheduling software
- Knowledge of surgical procedures, terminology, and workflows
- Understanding of patient consent processes and medical documentation standards
- Strong data entry and record-keeping accuracy
- Familiarity with healthcare privacy regulations (e.g., HIPAA)
- Ability to manage calendars, coordinate multiple schedules, and handle high-volume bookings
- Excellent communication skills (verbal and written)
- Strong organizational and time-management abilities
- Attention to detail and accuracy
- Ability to multitask and prioritize in a fast-paced environment
- Problem-solving and critical-thinking skills
- Professionalism and discretion when handling sensitive patient information
- Empathy and patient-centered approach
- Ability to work collaboratively with multidisciplinary teams
- Adaptability and resilience when managing schedule changes or urgent requests
- Excellent communication and interpersonal skills, with a passion for connecting with patients and delivering exceptional patient experiences
- A collaborative, adaptable, and proactive team player with a growth mindset, able to manage changing priorities effectively
Pay: $18.36-$22.96 per hour
Work Location: In person
