UNIV- Administrative Coordinator I- Department of Ophthalmology

Job Description Summary

To provide full administrative support for the Department of Ophthalmology to include, but not limited to, practice providers, administrative leaders and care team members. Coordinate multi-step processes (for example: surgery scheduling, clinic template management). Supervision of a 4–6-person administrative team.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000988 COM Ophthalmology CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Description:

To provide full administrative support for the Department of Ophthalmology to include, but not limited to, practice providers, administrative leaders and care team members. Coordinate multi-step processes (for example: surgery scheduling, clinic template management). Supervision of a 4–6-person administrative team.

MUSC Minimum Training and Experience 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.

Preferred Experience:

2-5 years of experience in a healthcare setting, often with increasing responsibility in administrative or supervisory roles. Experience in managing patient scheduling, physician support, or clinic support.
Proven experience in leading teams or supervising administrative staff, including tasks like performance evaluations, mentoring, and resolving staff conflicts.
Background in conducting performance evaluations and working on employee development plans.
Experience with electronic medical record (EMR) systems such as EPIC as well as hospital systems like OR scheduling platforms (e.g., Hospital IQ).
Familiarity with medical billing and coding, insurance authorizations, and patient referrals.
Experience in managing workflows, and implementing changes in clinic operations or schedules.
Experience with healthcare compliance regulations, including HIPAA, and an understanding of clinical protocols or accreditation standards.
Experience in managing the recruitment process from job postings to candidate selection, interviewing, and onboarding.

Job Duties:

25% Manage all patient surgeries including, but not limited to, scheduling, documentation, consents and patient education using all associated specialized computer systems. Prepare patient files for surgery by reviewing documentation of clinic visits, pre-op work ups and appointments, lab reports and referring physician correspondence. Provide ongoing coordination and communication to all preoperative patients.
25% Manage physicians’ clinics by approving overbooks and reviewing upcoming clinic schedules. Serve as the liaison between scheduling, staff and physicians to ensure clinic efficiency. Responsible for template changes, clinic cancellations and add-ons and any associated patient notification by phone or letter. Prepare all clinic change requests and approvals to ensure processing in a timely manner.
15% Coordinate patient financial responsibilities with financial counseling and precertification teams. Communicate with revenue cycle teams regarding all elective service needs and billing issues. Oversee FAP and COB financial assistance requests. Work with Community Partners to establish funding for underinsured or uninsured patients. Ex: Lions club, BIFMC.
15% Supervise all Administrative Assistant staff. Manage workflow, training of new hires, create and manage team schedules, evaluate performance, provide feedback, help to resolve employee issues and disputes and timekeeping duties.
10% Handle all correspondence including but not limited to, patient letters, physician requests, vacation requests, clinic cancellations, travel itineraries and submission/completion of corresponding approval forms. Manage physicians’ calendars, office files, surgery schedules, certifications and licenses.
5% Handle phone calls in a professional manner which includes extensive communications with patients, physicians and their offices, faculty, residents and staff. Respond to any questions, concerns from patients, physicians, faculty, residents and staff on a timely basis, and follows through to resolution.
5% Independently perform other administrative duties as needed with the ability to handle all routine situations with expertise. Must know how to use discretion and tact in dealing with faculty, colleagues and patients.

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