Administrative Coordinator III

University of Rochester•Rochester, NY

1d•Onsite

About The Position

The Administrative Coordinator assists with the day-to-day operations of 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 position coordinates clinical conference information, cardiac catheterization scheduling and prior authorizations, weekly reporting, and financial and general administrative support for division operations.

Requirements

High school diploma or equivalent.
At least 2 years of relevant 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.
Exceptional communication, prioritization, independent work, proactive problem resolution, and multitasking skills.
Ability to recommend and implement continuous process improvements.

Nice To Haves

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

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 cardiologists, electrophysiologists, interventionalists, surgeons, intensivists, and anesthesiologists.
Compile clinical information and diagnostic studies from Buffalo and Syracuse practices, off-site affiliations including Arnott and RRH, surgeons’ offices, and eRecord, SyngoDynamics, eView, and Muse.
Maintain the shared-drive outreach patient tracking spreadsheet for external information and images.
Confirm image uploads into SyngoDynamics and contact affiliations about missing or incomplete studies.
Maintain organized files in accordance with HIPAA; update profiles and next conference dates, save files on the shared drive, and initiate required follow-up and distribution after conferences.
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.
Route clinical questions to Cath/EP Lab staff through eRecord messaging.
Verify prior authorization requirements with insurance companies, 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.
Retrieve and compile patient exercise testing, inpatient, surgery, and impending delivery information through eRecord and the Pediatric Cardiology SharePoint site; email the report and provide printed copies.
Assist with Service Invoice Requests, requisitions, employee expense and supplier requests in accordance with University procedures.
Attend relevant UR Financials and procurement training and provide backup Marketplace supply ordering.
Enter and maintain monthly on-call schedules in QGenda and update communicated coverage changes.
Email birthday and medical service recognition notices and maintain emergency and division contact lists.
Provide clinical area cross-coverage for appointments, phones, fax, and mail, and provide Administrative Assistant coverage as needed.
Complete special projects and other duties as assigned.