UNIV - Administrative Coordinator I - Pediatrics: Developmental Behavioral Pediatrics

Job Description Summary

The Administrative Coordinator position provides support for the Division of Developmental-Behavioral Pediatrics with a focus on the medical doctorate (MD) sections of the division. Provides administrative support for the division, with a primary focus on patient/clinical related administrative activities. The position will work closely with the ambulatory clinic staff to ensure timely and effective management of administrative needs. Additionally, the position will assist in conference planning, file management, daily appointment scheduling. The coordinator serves as the liaison for the Division to both internal and external agencies. Works collaboratively with other administrative coordinators for the division to make certain all needs of division are met and serves as back up.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001016 COM PEDS DEVP Pediatrics 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

Position Description:

The Administrative Coordinator position provides support for the Division of Developmental-Behavioral Pediatrics with a focus on the medical doctorate (MD) sections of the division. Provides administrative support for the division, with a primary focus on patient/clinical related administrative activities. The position will work closely with the ambulatory clinic staff to ensure timely and effective management of administrative needs. Additionally, the position will assist in conference planning, file management, daily appointment scheduling. The coordinator serves as the liaison for the Division to both internal and external agencies. Works collaboratively with other administrative coordinators for the division to make certain all needs of division are met and serves as back up.

Additional Skills and knowledge:

Must have experience with Microsoft Word, Outlook, Excel and willingness to learn Redcap database.

35% - Process patient related messages in EPIC and emails, working closely with the nursing staff and providers. Scan all pertinent information or patient documents into the patient’s record in Epic and verify the documents have been entered accurately. Handle requests from patients, referring providers and outside entities via email, phone, and fax.

25% - Medical/clinical services preparation and patient management: Works closely with the patient access center, ambulatory clinical care team members and others on the patient referral process, assist with scheduling and resolving conflicts. Process new patient referrals for Developmental Pediatrics by reviewing, triaging to appropriate providers, and/or sending out packets. This may include scoring behavioral protocols and reviewing packets to determine if additional documents need to be obtained prior to scheduling. This also includes scheduling new patients including video visits and telemedicine and overbooking new and return visits as needed.

10% - Daily coordination of internal and external communication in a regularly evolving clinical environment, using MUSC mandated systems. Communicate provider notes or letters as requested by staff or providers. Obtain other medical records or school records when requested. Receive and send fax orders for patient care.

10% - Coordinate and prepare division-related purchases from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians. Facilitate vendor setup and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations. Reconcile and allocate monthly purchasing card (PCard) transactions.

10% - Work closely with Division providers in tracking the testing protocols available in the Developmental clinic. Create requests for supplies to submit to clinic nurse manager to be ordered through MUHA.  Develop and maintain excel spreadsheet for tracking purposes. Ensures that testing materials are received and stocked in Developmental Pediatrics clinic.  Contributes to consolidation, reduction, and rationalization of the divisional purchases.

5% - Process requests from providers for template changes and clinic cancellations and follow up to ensure changes are made.  Subsequently reschedule patients for these clinic cancelations if the change is within a certain timeframe. Attend monthly Developmental Pediatrics Division meetings and record meeting notes for distribution to staff and faculty.

5% - Other duties as assigned

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