Administrative Coordinator

Job Description Summary

Entity

Medical University Hospital Authority (MUHA)

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC005244 SYS - SCAN Program

Pay Rate Type

Hourly

Pay Grade

Health-23

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Purpose:

The Administrative Scheduler position functions in a team-based arrangement that is part of the newly formed South Carolina Alzheimer’s Network (SCAN).SCAN is a multi-site clinical program at MUSC Health designed to provide patients with an early and accurate diagnosis and treatment plan, longitudinal co-management with primary care, access to the new Alzheimer’s disease medications, and access to the latest research.

This full-time, on-site position reports directly to the SCAN Program Manager.  The candidate will communicate directly with SCAN patients and clinical providers to ensure accurate and timely scheduling.  This role requires strong organizational skills, excellent communication, attention to detail, and the ability to multitask in the fast-paced SCAN environment.

Administrative Assistant Job Duties:

• Scheduling 35%:
  • Organizes workflow and appointments, collects customer information, and manages assignments.
  • Reading and routing phone calls and electronic correspondence to the proper SCAN care team member, collecting.
  • Scheduling SCAN clients appropriately once they have been triaged by the SCAN clinical team.
  • Prepare forms for clinic cancellations for SCAN providers, to include master schedule requests and provider leave requests. 
  • Ensure SCAN clinic schedules are blocked when needed, and that they are fully always booked.
  • Schedule last-minute work-ins as needed.
  • Work directly with the SCAN team for clinic preparation, and to ensure patients are appropriately scheduled with the SCAN program providers.
  • Obtain referrals and other outside records on SCAN clients.
  • Ensure all patients have copies of any special testing and imaging as required by the providers to bring to their appointments.
  • Make appointment reminder calls to all SCAN clients.   

• Clinical 35%:
  • Triages SCAN client calls and emails according to established protocols, answers questions, resolves issues and refers clients to the appropriate SCAN care team as needed.
  • Able to discuss details about the SCAN Program on a professional level with various types of health care providers maintaining the public image within the University, outside sources, SCAN clients and families.
  • Troubleshoot clinical schedules and referrals; keeping physicians informed.
  • Coordinate and review expedited referrals with providers.
  • Schedule appointments and coordinate visits with the SCAN care team and offsite specialty clinics. 
  • Schedule diagnostic tests and other ancillary procedures and services, e.g., imaging and labs, as directed by providers.
  • Obtain patient test results from outside sources and MUSC.
  • Document information in EPIC.
  • Implement prior authorizations and denial requests according to departmental guidelines.
  • Complete insurance disability forms (process fees), legal, certificate of medical necessity, home health and therapy orders, troubleshoot billing inquires. Ensure that all lab and tests results are signed.
  • Scan loose paperwork pertinent to clinical information.
  • Assist with short term clinic cancelations and rebooking of patients.
  • Assist with building clinical templates for providers and template changes. 

• Administrative 20%:
  • Serves as an expert in the SCAN care scheduling/access areas as related to provider specific templates and specialties.
  • Works closely with SCAN physicians and clinical staff to assist potential clients in navigating the system to gain access and referral information for medical care at MUSC.
  • This role functions as the initial client advocate between the SCAN medical team and the client by coordinating their requests and satisfying needs.
  • Coordinates with Program Manager to ensure daily requirements are met.

• Other 10%:
  • Attends regularly scheduled meetings with the SCAN Program team, virtually and/or in-person.
  • Under the direction of the ACC or MTC APP, performs other duties as required.

This is a fulltime, in-person position that will be performed during normal business hours Monday-Friday on location.  Flexibility in hours and location (e.g., work from home) to accommodate the candidates schedule may be possible if they do not interfere with SCAN operations.

Additional Job Description

A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees