UNIV - Administrative Coordinator I - Department of Medicine: Division of Endocrinology

Job Description Summary

Provides professional and clinical administrative support for the Division of Endocrinology. Serve as a point of contact on behalf of the Division of Endocrinology for various departments and clinic locations across the MUSC enterprise. Provider administrative support to faculty and other assigned clinical providers. Customer service and effective communication is a vastly important requirement as this position engages with a wide range of individuals both internally and externally.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Research Grant

Cost Center

CC000967 COM DOM Endocrinology CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

35% - Coordinates clinic flow for all divisional outpatient and telemedicine activities for assigned clinical providers.  This responsibility requires daily coordination internally and externally to facilitate seamless communication in a regularly evolving clinical environment.  Using appropriate MUSC mandated systems (i.e., Epic, Video Platform, Interfolio), specific requirements include but are not limited to:

• Panel Management: Review provider schedules to verify patient’s diagnosis are appropriately scheduled, patient records and required documentation are obtained, work to fill openings in schedule including last minute cancellations, etc.

  • If there are openings in schedules, work through wait list, work queue list, and in basket requests to contact and manually schedule appropriate patients.   

  • Facilitate or manually request medical records and/or images from referring providers and upload into Epic as needed.

• Provide support in answering divisional phone line and working voicemail. Work daily incoming RightFax’s.

• Clinic Cancellation: Work provider Leave requests including clinic cancellation in alignment with MUSC Clinic Cancellation Policy– (there must be 30 day notification)as well as the divisional cancellation policy; process PATH forms to open and close outpatient clinics for existing and new clinical providers. Partner with providers to anticipate vacation and conference attendance which will affect their clinic schedules.

• All other administrative functions as required to support the division’s ambulatory clinic activities. 

35% - Coordinate clinic flow for designated Endocrinology specialized clinics. This responsibility requires daily coordination internally and externally to facilitate the success of the these outpatient clinics. Use of MUSC mandated systems (i.e., Epic, Andor Video Platform, Interfolio). Specific duties include:

• On a daily basis, monitor and actively work the clinic phone line, voicemail, rightfax, inbasket, solarity, etc.

• Schedule, reschedule and cancel patients that meet the criteria for the clinic population.

• Manage referrals and inbasket for specialized clinics.

• All other administrative functions as required.

10% - Provide direct clinical and administrative support to assigned clinical providers:

• Scheduling and coordinating meetings, maintaining Outlook calendars to ensure all engagements are scheduled, and communicating with assigned clinical providers and other team members regarding scheduling conflicts.

• In collaboration with the division administration, analyze provider templates, make recommendations for improvement, implement changes, and monitor progress.

10% - Coordinates process improvement and promotes provider productivity to include:

• Regularly communicate with divisional providers and external services to address concerns and issues. 

• Prepare and submit PATH forms and other administrative responsibilities related to implementing templates changes and other activities. 

• Assist with quality improvement interventions to improve divisional metrics (ie improve patient satisfaction, patient access, reduce same day clinic no show/cancellation rate)

5% - Data entry: update program registry with program participant information regularly and timely.

5% - All other tasks as assigned by the Division Administrator.

Preferred Knowledge, Skills, and Abilities:

• High Proficiency in all aspects of MS Office Suite

• Ability to prioritize in a fast-paced environment, independently analyze issues, work with minimal supervision, and be exceedingly well-organized and flexible.

• Diplomacy and tact are essential, together with excellent verbal and written skills. 

• Excellent organizational, analytical, and interpersonal skills required and the ability to function within a complex environment comprised of a wide range of individuals both within and outside of MUSC.

Additional Job Description

Minimum Requirements: 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.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

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.

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