UNIV-Administrative Coordinator I-Department of Urology

Job Description Summary

Provide administrative support to one or more clinical/surgical provider(s). Duties include in-depth administrative knowledge. Must interact professionally and be able to communicate effectively.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001076 COM Urology 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 Description:

Provide administrative support to one or more clinical/surgical provider(s). Duties include in-depth administrative knowledge. Must interact professionally and be able to communicate effectively.

Preferred Training and Experience:

A high school diploma or equivalent and three years minimum administrative/clerical experience required. Demonstrate ability to work in a fast-paced environment, organize and prioritize work, provide excellent verbal and written communication, interact tactfully with patients, family members, clinical staff, and others; and establish and maintain effective relationships.

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.

Job Duties:

Clinic Coordination Responsibilities - 35% of Total Time (Essential)

Coordinating clinic flow for all departmental outpatient and telemedicine appointments to include out-of-state patients. This responsibility requires daily coordination internally and externally to facilitate seamless communication in a fast-paced clinical environment by utilizing appropriate MUSC mandated systems. Reviews providers schedules and recognizing potential problems to ensure adequate schedule density; schedules appropriate testing in accordance with provider referrals and progress notes; verifies complete medical records have been uploaded in advance of patient visit. Obtaining prior authorizations from insurance for out-of-state patients. Deals with DSS and coordinates appointments with foster parents and/or biological parents.

• Maximizes utilization of clinic appointments by monitoring clinic schedules in advance to ensure proper scheduling. Works through waitlists, work queue lists, and in basket requests and manually schedule patients. Facilitates request of records and/or images from referring providers and uploads into Epic/Solarity (i.e. notes, imaging reports, imaging, pathology, and labs). Monitors department fax machines and RightFax requests for outside medical records. Responds to patient messages and resolves issues.

• All other administrative functions as required to support the departmental ambulatory clinic activities, which includes doctors, mid-level provides, fellows, and residents. Verifies proper leave request approvals are obtained for providers and mid-level providers, including Chair approval, for requests less than 30 days. Reschedules patients from cancelled clinics after approvals are obtained. Analyzes provider templates, recommends improvements and implements changes. Trains new staff members and provides backup coverage for other staff.

• Schedules urgent hospital follow-up appointments, new and add on clinics, and last-minute scheduling changes due to unforeseen clinic closures. Overbooks special scheduling requests from providers regarding follow up visits, post-test results, inter-department referrals, etc.). Analyzes provider templates, makes recommendations, and requests changes. Completes various forms (FMLA, LTD, STD,

DME) for continuity of patient care. Coordinates scheduling activities with clinical providers and staff to ensure patient messages are answered in a timely fashion and issues resolved. All other scheduling activities related to both in-person and virtual visit types.

• Provides concierge services for out of state patients.

• Attends and supports provider in clinic several times a week.

• Sends correspondence for no show appointments/cancellations. Calls patients for no shows with urgent diagnoses.

Surgery Coordination Responsibilities - 35% of Total Time (Essential)

Manage all patient surgeries including, but not limited to, scheduling OR, documentation 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.

• Continuously monitors Epic inbox/emails/texts throughout day for surgical cases to be scheduled, verifies surgeons scheduled OR dates and maintains and updates their Outlook calendar. Manages surgery schedule time and coordinates schedule with personnel at four (4) surgical services locations of optimum utilization of OR block. Schedules surgery in a timely manner with the correct codes (CPT, ICD10 and HCPCS) to the appropriate operating room on the hospital scheduling system. Contacts DaVinci coordinators in a timely fashion to ensure DaVinci availability and reservation. Coordinates with outside vendors with surgical needs for specific equipment requirements.

• Coordinates with other department/services to schedule complex combo cases with multiple providers. Accommodates all department/service to ensure clinics and/or other OR’s are canceled in order to have all providers involved present.

• Informs patients of surgery workup and other ancillary appointments. Works with patients to schedule time and date of surgery and provides appropriate instructions for patient preparation of surgery. Handles any changes that has taken place after the schedule has been completed, which includes taking care of cancellations, recalling patients, binding operating rooms for add-ons and emergency cases received. Coordinates with the OR personnel, departmental residents, LPN’s/RN’s, patient and physicians to ensure surgeries are schedule appropriately, accurately and in a timely manner. Forwards surgery information to all appropriate areas including but not limited to medical records, financial counseling, administrative staff and clinical staff.

• Maintains all data regarding future cases, equipment needs, referring physician's and operating room scheduling data. This information should be kept current and available at all times to be reviewed by faculty and staff.

• Notifies appropriate faculty and administrative assistant(s) of OR availability when OR time has been released by any of the department surgeons.

Administrative Coordination Responsibilities - 30% of Total Time (Essential)

• Updates and/or maintain CV via FAIR/ Interfolio.

• Manages Outlook calendar;

• schedules administrative appointments and meetings to correlate with clinic schedule, submits leave requests, coordinates air fare/hotel/ground transportation for conferences, and schedules depositions and talks. Attend departmental meetings/events or training sessions when necessary

• Attend departmental meetings and UMA/MUSC sponsored meetings/events or training sessions.

• Complete all required training elements as well as updates within the time designed.

• Other duties as assigned by physician or supervisor (i.e., providing back up to other administrative staff).

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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