Administrative Coordinator III

University of Rochester•Rochester, NY

2d•Onsite

About The Position

The Administrative Coordinator assists with day-to-day operations for the Division of Pediatric Cardiology in the Department of Pediatrics. With minimum direction and considerable latitude for independent judgment, the role performs routine and non-routine duties requiring highly advanced secretarial skills. The coordinator manages clinical conference information, cardiac catheterization scheduling and prior authorizations, weekly reporting, and financial and general administrative support for division operations. The position creates and distributes clinical conference materials, compiles patient information and diagnostic studies from internal and external sources, and maintains associated tracking files in accordance with HIPAA. It schedules cardiac catheterization procedures, communicates with patients and families, routes clinical questions, and manages insurance authorization submissions. The role also prepares weekly reports for faculty, assists with financial and procurement processes, maintains on-call schedules and contact lists, and provides clinical-area and administrative coverage as needed.

Requirements

High school diploma or equivalent and 2 years of relevant experience required, or an equivalent combination of education and experience.
Advanced secretarial skills and ability to act as a resource.
Proficiency in Microsoft Word and Excel.
Excellent interpersonal, organizational, teamwork, and customer service skills.
Strong communication, prioritization, independent work, proactive problem-resolution, and multitasking skills.
Familiarity with database management, SMH/SMD policies and procedures, and HIPAA privacy requirements; discretion and confidentiality are strongly preferred.
At least 3 years of secretarial and office experience, including 1 year in a position demonstrating the ability to work with minimum supervision, strongly preferred.

Nice To Haves

At least 3 years of secretarial and office experience, including 1 year demonstrating the ability to work with minimum supervision.
Familiarity with database management, SMH/SMD policies and procedures, and HIPAA privacy requirements.
Clinical-setting work experience and proficiency in Epic (e-Record), Nuance PowerShare, eView, and SyngoDynamics.
Experience with UR Financials (Workday), Adobe Acrobat, and PowerPoint.

Responsibilities

Create and distribute weekly Clinical Management conference patient discussion lists.
Coordinate clinical patient profiles for complex congenital heart disease cases reviewed by regional pediatric cardiology and related specialists.
Compile clinical information and diagnostic studies from affiliated practices, surgeons’ offices, eRecord, SyngoDynamics, eView, and Muse.
Maintain the shared-drive outreach patient tracking spreadsheet and confirm complete image uploads; follow up with affiliations regarding missing or incomplete studies.
Maintain organized files in accordance with HIPAA, update patient profiles and conference dates, save conference files, and initiate required follow-up and distribution.
Schedule cardiac catheterization procedures through Snapboard in eRecord; contact patients or families with procedure dates and send instruction letters.
Initiate medical record numbers for outside patients as required and route clinical questions to Cath/EP Lab staff through eRecord messaging.
Verify insurance prior authorization requirements, gather supporting clinical information, submit documentation, and manage the approval process.
Create and distribute the weekly report for faculty review of patients before upcoming appointments or procedures by retrieving and compiling relevant patient information.
Assist with Service Invoice Requests, requisitions, employee expense and supplier requests in accordance with University procedures; attend relevant financial and procurement training and provide backup Marketplace supply ordering.
Enter and maintain monthly on-call schedules in QGenda and update coverage changes.
Send birthday and medical service recognition notices and maintain emergency and division contact lists.
Provide clinical-area cross-coverage, including appointments, phones, fax, and mail, and provide Administrative Assistant coverage as needed.
Complete special projects and other duties as assigned.
Recommend and implement continuous process improvements.