Physician Support Rep III

University of Rochester•City of Rochester, NY

1d•Onsite

About The Position

The Physician Support Rep III performs complex secretarial and administrative duties in a fast-paced environment, requiring minimal direction and considerable independent judgment. This role supports the clinical, educational, and academic programs within the Division of Colon and Rectal Surgery. Key responsibilities include managing time and calendars, triaging and managing telephone calls, and providing information and data support. The position involves extensive patient scheduling and coordination of care across multiple practice sites, obtaining medical records, and handling referrals. It also encompasses document and information management, including maintaining patient records, transcribing medical reports, and utilizing systems like OnBase and Endosoft. Financial management tasks include obtaining authorizations for surgeries, office visits, and endoscopy, as well as performing front-end billing functions. The representative will coordinate work with nurse practitioners, manage incoming mail, assist with department hiring processes, and provide coverage for absences. Additionally, the role involves serving as the primary contact for off-site practice locations, ensuring compliance, and working at the front desk for check-in and check-out processes.

Requirements

High School diploma
2 years of relevant experience or equivalent combination of education and experience
Knowledge of medical terminology
Experience with word processing, spreadsheets, and presentation software
Functional knowledge of ICD10 coding, insurance company referrals/precertification, worker’s compensation and demographic information
Functional knowledge of various office equipment
Demonstrated customer relations skills

Nice To Haves

Experience with surgical/appointment scheduling software (such as Flowcast)
Experience with electronic medical records

Responsibilities

Performs complex secretarial and administrative duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgment, in support of the clinical, educational, and academic programs in the Division of Colon and Rectal Surgery.
Manages time and calendar.
Performs telephone triaging and management.
Provides information/data support.
Receives incoming patient telephone calls for surgeon(s) and nurse practitioner(s), managing and/or resolving various scheduling/coordination issues and answering questions as needed.
Coordinates scheduling of patients at multiple practice sites.
Coordinates referrals for consultations.
Obtains patient medical records to facilitate patient care.
Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioners, using the Cadence and eRecord systems.
Schedules appointments, imaging, surgeries and other testing, coordinating appointments, imaging, consults and other testing in preparation for surgery or further clinical work-up.
Interacts effectively in carrying out these responsibilities, presenting a positive image for the Division of Colon and Rectal Surgery.
Works regularly with Strong Health patient registration and clinical information systems.
Obtains authorizations for the clinic, procedures and surgeries.
Coordinates maintenance of patient records, including office charts, documentation for billing, completion/submission of documents regarding patient care and insurance.
Transcribes, proofreads, and ensures accuracy and timeliness of all written materials, including medical reports and correspondence, and business correspondence.
Researches hospital medical records for information requested by physicians, insurance companies and attorneys.
Scans patient information into the records via OnBase system.
Sends Endosoft reports to referring offices and primary care offices.
Sends endosoft recall letters to remind patients when they are due for their next endoscopy procedure.
Effectively balances competing demands of surgeon time by managing calendar, including all clinical activity, administrative meetings, research, education and academic commitments.
Obtains authorizations (surgeries, office visits and endoscopy) and pre-verifies insurance.
Performs all front-end billing functions for surgical oncology group(s) and ensures these functions are performed in an accurate and timely manner.
Coordinates work with nurse practitioner(s).
Manages all incoming mail for surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed up appropriately.
Coordinates transfer of patient studies to and from other hospitals and physician offices.
Assists with department hiring processes by training incoming new secretaries or temporary secretaries when requested.
Provides coverage for absences within the division, off-site practice location, and within the department when requested.
Serves as primary contact for management of off-site practice locations making sure that space is clean and orderly.
Ensures compliance with all applicable regulations and Medical Center policies.
Interfaces with front desk staff at off-site locations to coordinate scheduling.
Provides coverage as needed to offsite locations.
Works at the front desk completing check in and check out processes.