UNIV - Clinical Administrative Coordinator - Department of Medicine: Division of Hematology Oncology

Job Description Summary

Serve as the divisional Administrative Coordinator who acts as a clinical scheduling liaison and point of contact for the Patient Access Center, outpatient clinic 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, require assistance that is outside their routine responsibilities. Customer service and effective communication is a vastly important requirement 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 Division Administrator and the Ambulatory Clinic Medical Director.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000970 COM DOM Hematology/Oncology 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:

30% - Assist with clinic flow for divisional outpatient, telemedicine, and econsult activities. 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), specific requirements include but are not limited to:

• Reviewing provider schedules to ensure adequate schedule density, if there are openings in schedules, work through wait list, work queue list, and in basket requests to contact and manually schedule appropriate patients. If medical records have not been uploaded, facilitate or manually request records and/or images from referring providers and upload into Epic.

• Regularly audit and monitor schedule density and inform the division administrator of any potential concerns.

• Performs administrative functions to support the division’s ambulatory clinic activities.

30% - Assist with divisional scheduling activities to include facilitating or manually:

• Scheduling urgent hospital follow-up appointments, new and add on clinics, 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 providers.

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

• Monitor incoming faxes.

• Assist with creating the inpatient schedules. Reschedule patients from cancelled clinics. Provides backup coverage for other staff members.

20% - Assist with process improvement and promote provider productivity to include:

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

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

• 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.

• Monitor open encounters and communicate to providers.

• Monitor held time on templates

15% - Provide direct administrative support to faculty members and NPs/PAs to include:

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

• 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).

5% - All other tasks assigned by the Division Administrator and Ambulatory Clinic Medical Director.

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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