Physician Support Rep III

Neurosurgery Clinical Support Secretary

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location: 601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 910132 Neurosurgery Clinical Support

Work Shift: UR - Day (United States of America)

Range: UR URCD 204 H

Compensation Range: $19.47 - $25.77

Responsibilities

General Summary: With minimal direction and considerable latitude for independent judgment, performs complex secretarial and administrative duties in a fast-paced environment in support of clinical, educational, and academic programs. Responsible for all clinic preparations, including but not limited to, provider's time and calendar management while optimizing provider patient schedule, coordination of patient care and information/data support.

Essential Functions

• Serves as primary contact for provider(s).
• Manages provider's calendar, prioritizes appointments and meetings based on provider preferences.
• Chooses and recommends among competing demands.
• Examines the clinical schedule on a continuous basis to identify opportunities for optimizing the time and effort of the provider.
• Finds missing orders and pends them for review and approval.
• Anticipates needs of insurance companies by gathering all necessary information for referrals and prior authorizations.
• Develops scheduling templates, coordinates scheduling of patients at multiple practice locations and coordinates referrals for consults.
• Assists and manages billing and insurance expectations; ensuring worker's comp and insurance disability forms completed in a timely manner.
• Manages provider documentation and information.
• Composes and types non-routine correspondence providing factual information.
• Arranges travel, conference registration and hotel accommodations.
• Interfaces with organizations, hospitals and others to facilitate invited lectures and speaking engagements for the provider.
• Researches hospital medical records for information requested by physicians, insurance companies and attorneys.
• Based on the nature of the surgery/procedure, varies patient education and follow up details accordingly in relation to pre-operative readiness and post-operative rehabilitation expectations and activities.
• Is accountable for completeness of all relevant information from pre-op testing and evaluations for review by the anesthesiologist and the Operating Room.
• Schedules procedures and obtains authorizations for patients.
• Negotiates surgical/procedure schedule by communicating complex details directly to the Operating Room scheduling office and Ambulatory Surgical Center Staff.
• Using independent judgement, authorizes overbooking and rearranging of surgeon's Operating Room schedule based on case complexity and medical urgency.
• Authorizes rescheduling when cancellations occur by applying protocols for surgical scheduling.
• Orders all necessary surgical/procedure equipment, devices and medication based on application of protocols needed to conduct the surgery/procedure.
• Follows up to confirm that order is fulfilled and ready for surgery/procedure.
• Employs multiple contingency strategies to ensure all details, materials and locations are ready for surgery/procedures as scheduled.
• Assembles, from multiple tabs within the electronic medical record, the necessary details, for review and inclusion when completing disability paperwork.
• Assesses calls to understand patient needs, prioritizes medical concerns and obtain responses from provider and follows up with patient.
• Serves as main point of contact for patients' pre and post-operative.

Other duties as assigned.

Minimum Education & Experience

• High School diploma and 2 years of relevant experience Required
• Or equivalent combination of education and experience Required

Knowledge, Skills and Abilities

• Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records Preferred
• Demonstrated customer relations skills Required

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