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

Medical University of South Carolina•Charleston, SC

4d•$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 coordinating clinic flow, managing administrative tasks, and coordinating patient surgeries. The position requires daily coordination internally and externally to facilitate seamless communication in a fast-paced clinical environment using MUSC mandated systems. The ideal candidate will be responsible for maximizing clinic appointment utilization, managing patient records, and supporting divisional ambulatory clinic activities. Additionally, the role includes managing physician schedules, coordinating surgeries, preparing patient files, and communicating with patients regarding their surgical procedures. The position also involves maintaining data regarding future cases and notifying faculty of OR availability.

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.
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 bend at the waist. (Frequent)
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 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)

Nice To Haves

Ability to work in dusty areas. (Infrequent)
Ability to work in confined/cramped spaces. (Infrequent)
Ability to perform job functions from kneeling positions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
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 work outdoors in all weather and temperature extremes. (Infrequent)

Responsibilities

Coordinating clinic flow for all divisional surgical, outpatient and telemedicine (ANDOR) appointments.
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.
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/ surgeries 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.).
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.
Sends correspondence for no show appointments/cancellations.
Calls patients for no shows with urgent diagnoses.
Updates and/or maintain CV via Interfolio.
Manages Outlook calendar and timekeeping tasks.
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.
Attend departmental meetings and UMA/MUSC sponsored meetings/events or training sessions.
Complete all required training elements as well as updates within the time designed.
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 multiple 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.
Accommodates all department/service to ensure clinics and/or other OR’s are canceled in order to have all providers involved present.
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.
Other duties as assigned by physician or supervisor (i.e., providing back up to other administrative staff).