UNIV-Administrative Coordinator I-Department of Urology

Medical University of South Carolina•Charleston, SC

12d

About The Position

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)

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.

Nice To Haves

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.

Responsibilities

Coordinating clinic flow for all departmental outpatient and telemedicine appointments to include out-of-state patients.
Maximizes utilization of clinic appointments by monitoring clinic schedules in advance to ensure proper scheduling.
All other administrative functions as required to support the departmental ambulatory clinic activities, which includes doctors, mid-level provides, fellows, and residents.
Schedules urgent hospital follow-up appointments, new and add on clinics, and last-minute scheduling changes due to unforeseen clinic closures.
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.
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 in a timely manner with the correct codes (CPT, ICD10 and HCPCS) to the appropriate operating room on the hospital scheduling system.
Coordinates with other department/services to schedule complex combo cases with multiple providers.
Informs patients of surgery workup and other ancillary appointments.
Works with patients to schedule time and date of surgery and provides appropriate instructions for patient preparation of surgery.
Handles any changes that has 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.
Coordinates with the OR personnel, departmental residents, LPN’s/RN’s, patient and physicians to ensure surgeries are schedule appropriately, accurately and in a timely manner.
Forwards surgery information to all appropriate areas including but not limited to medical records, financial counseling, administrative staff and clinical staff.
Maintains all data regarding future cases, equipment needs, referring physician's and operating room scheduling data.
Notifies appropriate faculty and administrative assistant(s) of OR availability when OR time has been released by any of the department surgeons.
Updates and/or maintain CV via FAIR/ Interfolio.
Manages Outlook calendar
schedules administrative appointments and meetings to correlate with clinic schedule, submits leave requests, coordinates air fare/hotel/ground transportation for conferences, and schedules depositions and talks.
Attend departmental meetings/events or training sessions when necessary
Complete all required training elements as well as updates within the time designed.
Other duties as assigned by physician or supervisor (i.e., providing back up to other administrative staff).