UNIV - Administrative Coordinator I - Surgery: Acute Care/Trauma Surgery

Medical University of South Carolina•Charleston, SC

6d•$39,300 - $66,800•Onsite

About The Position

The Department of Surgery, Division of Acute Care/Trauma is actively recruiting for an Administrative Coordinator I. This role involves significant coordination of clinic flow, administrative tasks, and surgical scheduling within a fast-paced clinical environment. The position requires daily coordination internally and externally, utilizing MUSC mandated systems, to facilitate seamless communication. Responsibilities include managing clinic schedules, obtaining prior authorizations, coordinating patient appointments, managing provider schedules, and ensuring all necessary documentation is in place for patient visits and surgeries. The role also involves updating CVs, managing calendars, scheduling meetings and travel, and providing support to physicians and supervisors.

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.

Responsibilities

Coordinating clinic flow for all divisional surgical, outpatient and telemedicine (ANDOR) appointments.
Reviewing provider schedules and recognizing potential problems to ensure adequate schedule density.
Scheduling appropriate testing in accordance with provider referrals and progress notes.
Verifying complete medical records have been uploaded in advance of patient visit.
Obtaining prior authorizations from insurance for out-of-state patients.
Maximizing utilization of clinic appointments by monitoring clinic schedules in advance to ensure proper scheduling.
Working through waitlists, work queue lists, and in basket requests and manually scheduling patients.
Facilitating request of records and/or images from referring providers and uploading into Epic/Solarity.
Monitoring department fax machines and RightFax requests for outside medical records.
Responding to patient messages and resolving issues.
Performing administrative functions to support divisional ambulatory clinic activities.
Verifying proper leave request approvals are obtained for providers and mid-level providers.
Rescheduling patients from cancelled clinics/surgeries after approvals are obtained.
Analyzing provider templates, recommending improvements and implementing changes.
Training new staff members and providing backup coverage for other staff.
Scheduling urgent hospital follow-up appointments, new and add on clinics, and last-minute scheduling changes.
Overbooking special scheduling requests from providers.
Completing various forms (FMLA, LTD, STD, DME) for continuity of patient care.
Coordinating scheduling activities with clinical providers and staff to ensure patient messages are answered in a timely fashion and issues resolved.
Sending correspondence for no show appointments/cancellations.
Calling patients for no shows with urgent diagnoses.
Updating and/or maintaining CV via Interfolio.
Managing Outlook calendar and timekeeping tasks.
Scheduling administrative appointments and meetings to correlate with clinic schedule.
Submitting leave requests, coordinating air fare/hotel/ground transportation for conferences, and scheduling depositions and talks.
Attending departmental meetings/events or training sessions when necessary.
Completing all required training elements as well as updates within the time designed.
Managing all patient surgeries including, but not limited to, scheduling OR, documentation and patient education using all associated specialized computer systems.
Preparing patient files for surgery by reviewing documentation of clinic visits, pre-op work ups and appointments, lab reports and referring physician correspondence.
Providing ongoing coordination and communication to all preoperative patients.
Continuously monitoring Epic inbox/emails/texts throughout day for surgical cases to be scheduled.
Verifying surgeons scheduled OR dates and maintaining and updating their Outlook calendar.
Managing surgery schedule time and coordinating schedule with personnel at multiple surgical services locations for optimum utilization of OR block.
Scheduling surgery in a timely manner with the correct codes (CPT, ICD10 and HCPCS) to the appropriate operating room on the hospital scheduling system.
Coordinating with other department/services to schedule complex combo cases with multiple providers.
Accommodating all department/service needs to ensure clinics and/or other OR’s are canceled in order to have all providers involved present.
Informing patients of surgery workup and other ancillary appointments.
Working with patients to schedule time and date of surgery and providing appropriate instructions for patient preparation of surgery.
Handling any changes that have 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.
Coordinating with the OR personnel, departmental residents, LPN’s/RN’s, patient and physicians to ensure surgeries are scheduled appropriately, accurately and in a timely manner.
Forwarding surgery information to all appropriate areas including but not limited to medical records, financial counseling, administrative staff and clinical staff.
Maintaining all data regarding future cases, equipment needs, referring physician's and operating room scheduling data.
Notifying appropriate faculty and administrative assistant(s) of OR availability when OR time has been released by any of the department surgeons.