Physician Support Rep III

Vascular Surgery Division Administrative Assistant

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: 910137 CVSL - Vascular Surgery

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

Range: UR URCD 204 H

Compensation Range: $19.47 - $25.77

Responsibilities

General Summary: Performs secretarial and administrative duties in support of the clinical for the Vascular Surgery Division. Will be responsible for all clinic preparation, including but not limited to, activities associated with provider calendaring, patient scheduling, coordinating patient care and the flow of patient information for the optimization of patient outcomes. Monitors and ensures all functions in the ambulatory setting are completed in an accurate, efficient, and customer friendly manner. Assists the Practice Manager and Division Administrator operationally working as a team with all providers and staff.

Essential Functions

Support the clinical activities of the faculty members as assigned.

• Schedules appointments, tests, coordinating appointments, tests and consults in preparation for surgery or further clinical work-up
• Examines clinic schedules for opportunities to optimize time and effort to improve the patient experience and increase productivity.
• Researches eRecord and other databases and/or files for accurate patient scheduling information, ensuring all relevant appointments are scheduled and diagnostic imaging results scheduled and received.
• Using independent judgment, researches and responds to incoming phone calls, routing calls when appropriate and/or taking detailed messages for providers, practice manager and/or division administrator.
• Conducts follow up phone calls to patients on behalf of the providers, APPs and practice manager; and reschedules no shows and bumped patients.
• Inputs and maintains provider templates, ensuring correct clinic rotations are followed. Uses opening and closing templates for provider's conference dates and time away.
• Uses the phone answering system (ACD) to monitor/answer incoming calls to the Division main line for physician-practice business related issues.
• Performs triage on incoming calls to determine what action can be taken at the time of the call, what calls should be transferred to another area, and what calls should be forwarded to a physician
• Documents all phone calls as necessary
• Manages eRecord pool messages, documenting actions in patient charts as appropriate
• Prioritizes orders through eRecord work-queues and clerical pool messages. These include performing tasks such as queuing medication refills, managing release of information requests, referrals, etc.
• As needed for cross coverage support, performs check-in & check out functions during clinic time for all providers.
• Responsible for the accurate and complete registration of all patients.
• Books return clinic visits, optimizing provider schedules, process provider requests, scheduling for specialty clinics.
• Attends departmental meetings for training purposes or participation in addressing a specific operational issue.
• Communicates with Division Administrator regarding operational issues, practice concerns, and quality assurance matters.

Other duties as assigned

Minimum Education & Experience

• High School Diploma and a minimum of 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 service skills Required

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