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

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Additional Knowledge, Skills, and Abilities Preferred -

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.

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