Surgical Case Planner

Rochester, NY


With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties including the coordination of scheduling for all phases of elective and emergent surgical case management and serves as primary contact for patients, faculty, and appropriate internal departments. Coordinates the scheduling of surgical services for multiple sub-specialty, ophthalmic surgeons (and assigned residents and fellows) from pre-operative to thirty (30) days post-operative, per surgeon preferences.


  • Coordinates scheduling to maximize OR availability and adjusts schedules when necessary. Ensures postoperative appointments are scheduled appropriately based on required surgical follow up.

  • Acts as primary liaison working directly with the OR scheduling office and Ambulatory Surgical Center Staff. Authorizes overbooking and rearranging of surgeons’ OR schedule based on severity of patient medical condition.

  • Under direction of surgeon, schedules required preoperative diagnostic tests.

  • Interviews new patients or representatives to obtain necessary identifying demographic information. Facilitates obtaining insurance coverage, transportation, overnight lodging arrangements, and other requests as necessary.

  • Provides preoperative counseling and patient education regarding procedure efficacy, risk, and complications following surgeon’s informed consent discussion. Provides preoperative and postoperative instructions in preparation for surgery and recovery.

  • Obtains necessary referral information and other preoperative requirements related to insurance, primary care information, demographic and case information.

  • Works with Financial Counseling to ensure hospital coverage and reimbursement. Appeals insurance denials on patient’s behalf. Composes letters of medical necessity to expedite Medicaid referrals when non-elective and emergent surgical patients are uninsured.

  • Orders implant devices required for upcoming surgeries. Works directly with Tissue Banks to order tissue in accordance with EBAA (Eye Bank Association of America) guidelines with the ability to elaborate on diagnosis.

  • Maintains a high level of working knowledge of diagnostics and photography needed to support surgeons’ needs. Ensures completion of clinical source documents for quality assurance and billing.

  • Carries out time sensitive requests and accurately maintains data logs, records and tracking documents.


  • High school diploma and a minimum of two years of relevant experience required. Or equivalent combination of education and experience.

  • Excellent interpersonal skills, organizational skills, strong communication skills, and attention to detail, with working knowledge of word processing and spreadsheet applications.

  • Medical Terminology, experiences with surgical/appointment scheduling software (such as Epic), and electronic medical records, preferred

  • Experience in medical office setting required; medical terminology, experiences with surgical / appointment scheduling software and electronic medical records preferred.

  • Excellent customer service and communication skills, including written communication.

Preferred Qualifications:

Knowledge of ophthalmic medical terminology and diagnosis with correlating surgical procedures.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009
Schedule: 8:00 AM-4:30 PM

Current Search Criteria