Ancillary Services Administrative Support Specialist

Urology of Virginia PLLC • Virginia Beach, VA

7d • Onsite

About The Position

The Ancillary Services Administrative Support Specialist at Urology of Virginia responsibilities include coordinating scheduling, obtaining authorizations, and tracking diagnostic imaging procedures. This role also supports patient call-backs, manages high-volume phone communications efficiently, and ensures timely retrieval and accurate abstraction of imaging results into the electronic medical record (EMR) system. Additional duties include performing a variety of administrative tasks and delivering exceptional customer service, all while maintaining strict compliance with HIPAA and Corporate Compliance guidelines.

Requirements

• High School graduate or equivalent
• Strong oral and written communication skills for corresponding with physicians, patients, and fellow employees
• Must be able to multi-task
• Excellent organizational skills

Responsibilities

• Answer the telephone within 3 rings in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller.
• Check individual voicemail box hourly and return calls on the same day.
• Inform manager and physician of any potential conflicts or patient complaints/concerns.
• Utilize electronic medical records for documentation and charting all patient information to include but not limited to phone encounters, appointment-scheduling, provider imaging orders, etc.
• Scan or abstract results into current EMR system and route to ordering physician for review.
• Coordinate imaging: Schedule imaging at patient/physician preferred facility, perform any prior authorizations needed per facility/insurance requirements, make sure patient has scheduled follow up appointments as needed to go over results, communicate directly with physician if appropriate diagnosis codes are not clear, coordinate with clinical/secretarial staff as needed for patient concerns, maintain an organized tracking system to make sure imaging is completed in appropriate time frame and results are entered in chart and routed to ordering physician, obtain STAT imaging as needed per physician request.
• Check current EMR inbox several times daily for physician/staff orders or communication.
• Perform other duties as assigned by manager or director while maintaining a helpful attitude.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED