Administrative Secretary

EVMS•Norfolk, VA

2d•Onsite

About The Position

The Department of Surgery at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking an outstanding Administrative Secretary to join the team. The Administrative Secretary performs a wide variety of secretarial and problem-solving duties of a confidential nature for department staff. Receives general instructions, sets priorities and has ability to complete project work. Schedules office visits, follow up appointments, and office procedures for 14 physicians, including 4 physician Assistants, 1 nurse practitioner, surgical oncology, trauma and acute patients. Answers multi-phone line. Schedules surgical procedures for 14 physicians. Corresponds daily with administrative staff, vendors, and hospital personnel regarding physician calendars and schedules. Performs pre-operation teaching and schedule any tests and clearance needed for surgery. Obtain prior authorization for surgical procedures. Serves as a liaison between the patient, physician, hospital business office and the insurance company when scheduling surgical procedures.

Requirements

COMPUTER SKILLS: Computer/software skills to include Microsoft Word, Outlook, and Excel a must.
LANGUAGE SKILLS: Ability to read and comprehend simple instructions, short correspondence and memorandums. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to patients, physicians and other employees of the medical school.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.Ability to computerate, ratio and percent and to draw and interpretbar graphs.

Nice To Haves

Medical Assistant certification or associates degree preferred.
Three years of medical office experience preferred.
Previous experience in surgical scheduling preferred.
Experience with hospital software and electronic health record Epic, MD Office, Connect Care, Op-time) preferred.

Responsibilities

Manage 19 providers' calendars, ensuring there are no conflicts with surgery postings, meetings, lectures, etc
Add urgent surgical cases as needed to assist
Ensure call schedules are accurately placed on calendars.
Inform staff and physicians of any conflicting appointments including EVMS Surgeryemails, ACC emailsand OR scheduling emails.
Schedule inpatient and outpatient surgical procedures using the Epic system.
Coordinating surgicalprocedures for all 14 physicians by analyzing the monthly call schedules, physician's calendars, acute care surgery rotation, trauma rotation and coordinating hospital availability.
Correspond with billing regarding patient's outstanding balances before scheduling surgery.
Schedule ACC clinic patients' surgical procedures as needed.
Maintain all office notes relevant to surgery reviewing for accuracy and timely return for pre operative conferences.
Schedule individual physician surgeries and coordinate surgeries with other physicians within the office and outside offices.