Ophthalmic Associates of Alaska Streamlined Scheduling Across Multiple Facilities

A manual, facility-specific process became a unified, template-driven workflow that improved accuracy and coordination.

Summary

Ophthalmic Associates of Alaska relied on paper calendars, handwritten forms, and checklists to coordinate surgeries across four facilities, each with its own requirements. With Surgimate, the practice implemented a shared electronic calendar, facility-specific templates, and automated forms, eliminating manual paperwork and improving accuracy.

The Challenge

The practice coordinated surgeries with:

• Paper calendars
• Handwritten forms and checklists
• Separate requirements at four different facilities

This created a tedious, error-prone process, especially when tracking authorizations and pre-certifications. Staff struggled to ensure all facility and surgeon preferences were followed for each case.

The Solution

Ophthalmic Associates of Alaska implemented Surgimate to centralize and automate surgical coordination.

• A single electronic calendar is shared by the entire practice
• Templates allow staff to load case details in seconds
• Forms are generated automatically with 100 percent accuracy
• Facility requirements and surgeon preferences are built into the workflow
• Authorizations and pre-certifications are tracked electronically
• Surgeons use the Surgimate App to stay connected to their schedules

What the Team Says

“I am very happy that we invested in Surgimate. It has helped me keep track of my surgery schedulers and ensure they are doing what they are supposed to and in a timely manner.”

Christina Carter, Surgery Scheduling Supervisor

Outcomes

• Faster, more accurate case creation for four facilities
• Reliable tracking of authorizations and pre-certifications
• Better oversight of coordinator workload and case readiness
• Less time on paperwork and more time with patients

Key Results

• Manual paperwork eliminated
• One shared surgical calendar across the practice
• Templates ensure accurate, facility-specific details
• Surgeons access schedules via the Surgimate App
• Coordinators and leaders have better visibility into workload and case status

Practice Snapshot

• Specialty: Ophthalmology
• Surgeons: 7
• Systems: NextGen and Greenway