UNIV-Administrative Assistant - Neurology/Movement Disorders - Department of Neurology

Medical University of South Carolina • Charleston, SC

14d

About The Position

The Movement Disorders Administrative Assistant will provide clinical and administrative assistance for up to 4-5 full time physicians. Demonstrates knowledge and skills required to provide care and/or service appropriate to the level of development of patients, with consideration of the needs of patients' families. Serves as the sole provider of these support services as required. Maintain a high level of independence and briefs immediate supervisor as appropriate.

Requirements

• A high school diploma and two years work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.
• Some positions require a valid driver's license and good driving record; or correctable vision of 20/40 in both eyes, with or without conventional lenses, and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.41; or AAVMA certification.
• Some positions require eligibility for bonding.

Responsibilities

• Clinical duties : Answer and triage a high volume of patient and business calls professionally. Take accurate information, forwarding patient messages via EPIC, and business messages via e-mail, etc. Provide excellent customer service to patients, families, and referring physicians. Answer Audix messages promptly and return patient calls in a timely manner. Work collaboratively with co-workers and other departments and offices to optimize patient care. Send out progress notes and ensure that all are signed in a timely manner for physicians. Send copies of notes to referring physician via electronic Right Fax, EPIC messaging, and USPS. Notify appropriate person regarding necessary information changes in Right Fax system. Follow up on disability forms, certificates of medical necessity, home health/therapy orders and various other information. Scan all paperwork into EPIC as required and ensure the MRN is on each item per policy. Prepare forms for clinic cancellations for Physicians, to include master schedule requests and physicians request for leave. Responsible for monitoring provider bump and wait lists in EPIC; reschedule patients as needed in conjunction with provider leave time and call coverage schedules; ensure clinic schedules are blocked when needed, and that they are fully booked at all times; schedule last-minute work-ins as needed. Work directly with clinical nurse for clinic preparation, and to ensure patients are appropriately scheduled with the Program providers. Obtain referrals and other outside records on patients when needed. Responsible for making sure all patients have copies of any special testing and imaging as required by the providers to bring to their appointments. Coordinate emergent visits within department and outpatient clinics as necessary. Make appointment reminder calls to all patients.
• Administrative duties: Arranges travel for Program physicians, to include conference registration, create materials as needed for presentations, make flight, car, and hotel arrangements, create itineraries, coordinate passports and visa as needed. Gather receipts and agenda to prep reimbursement form for travel. Maintains Outlook calendars, coordinate meetings and conferences involving clinicians, investigators, clinical and research staff, and keep meeting minutes. Responsible for updating physicians’ CVs; provide administrative support for publications, literary searches, and biosketches. Assist physicians with updating and inputting their information into Interfolio. Order/set-up catering service for meetings when necessary. Coordinate all incoming and outgoing mail/faxes, including distribution. Responsible for courier, USPS, FedEx or UPS services.
• Program Receptionist: Function as Program receptionist, to include meeting and greeting guests and answering Program main phone lines. Assist patients and visitors as needed and in a professional manner. Assist customers as needed, to include providing maps and directions, escorting to the appropriate location and making decisions on behalf of the Program providers and staff when needed. Promote and represent the Program in the Department of Neurology by providing excellent customer service to patients, families, and referring physicians. Answer and triage a high volume of patient and business calls in a professional manner. Take accurate information, forwarding patient messages via EPIC, and business messages via e-mail, etc. Follow-up as needed. Answer Audix messages and return patient calls in a timely manner. Work collaboratively with co-workers and other departments/offices to optimize patient care. Other duties include typing, recording transcriptions from tape, produce and generate correspondences, create and maintain filing systems for a variety of projects, both clinical and research.
• Other administrative responsibilities as assigned by supervisor, Program physicians, and Department Administrators from both the Research and Clinical Divisions. Attend all neurology clinical staff meetings and department meetings as required. Provide input (suggestions/ideas/notification of problems) to supervisor regarding operations, and assist with special projects and implementation as needed. Assist in other related tasks as needed and assigned. Assist with arranging new provider’s neurology orientation schedule. Provide backup support to designated clinical staff when absent as outlined in the Neurosciences Administrative Back-up Responsibilities Guideline.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees