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

Job Description Summary

Serve as the divisional Administrative Coordinator who acts as a clinical scheduling liaison who is a point of contact for the Patient Access Center, outpatient clinic embedded staff and management, patient navigators, faculty, fellows, and other ancillary services. Primary responsibilities are focused on providing direct support to divisional faculty as it relates outpatient clinic coordination and productivity.

The person holding this position will be integrated as part of the division’s clinical operations team, but also must operate with a substantial amount of autonomy and be willing to adapt to a regularly changing environment that can at times can require assistance that is outside their routine responsibilities. Customer service and effective verbal and written communication is essential as this position engages with a wide range of individuals both internally and externally. Success will be measured on the impact this individual has on provider efficiency and the customer service they provide.

The employee has a matrix reporting structure with the Clinical Scheduling Liaison Coordinator and the Clinical Scheduling Liaison Manager.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000974 COM DOM PULM General CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

$37,860 - $53,957 - $70,054

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

35% - Coordinates divisional outpatient scheduling activities to include facilitating or manually:

• Contacting patients to schedule or reschedule urgent hospital follow-up appointments, new and add-on clinics, planned clinic closures, and last-minute scheduling changes due to unforeseen closures.  

• Overbooking and special scheduling requests from providers (i.e., follow up visits post-test results, inter-department referrals, etc.).

• Special requests to review referrals that result in the need to schedule patients (open add-on clinic if necessary) and assign remaining patients to other pulmonary providers.

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

• All other scheduling activities related to both in-person and virtual visit types.

35% - Provide direct administrative support to all assistant and associate level faculty members to include:

• Scheduling and coordinating meetings to include but not limited to

  • 3rd party representative meeting requests

  • Deposition and attorney office meeting requests

  • Independent medical examination requests

• Maintaining Outlook calendars to ensure all engagements are scheduled and communicating with assigned faculty and other team members regarding scheduling conflicts.

• Perform routine schedule audits for accuracy and facilitate changes using Outlook, QGenda, Epic, Simon Web, & all other supportive software

• As requested, provide administrative support for faculty affairs such as facilitating or manually updating and/or maintaining CV’s and Interfolio, coordinating the completion of credentialing requirements (MUSC and VAMC), license renewals (ACLS, BLS, DEA, DHEC etc.), as well as academic (i.e., mandatory training) or clinical requirements (i.e., open encounters).  

25% - Provide divisional administrative support to include:

• Perform general office tasks including but not limited to typing, filing, scanning, copying, and routing correspondences.

• Handles all phone calls in a professional manner which includes extensive communications with patients, physicians and their offices, faculty, fellows, and staff. Respond to any questions, concerns from patients, physicians, faculty, fellows, and staff on a timely basis, and follows through to resolution.

• Process incoming faxes to the division.

• Process incoming and outgoing mail and reroute when appropriate.

5% - All other tasks as assigned by the Clinical Scheduling Liaison Coordinator and the Clinical Scheduling Liaison Manager.

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.

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