Physician Support Specialist

University of Rochester•Wilmot, AR

7d•$20 - $27•Onsite

About The Position

The Physician Support Specialist performs complex secretarial and administrative duties in a fast-paced environment, supporting clinical, educational, and academic programs. The role is responsible for clinic preparations, including provider time and calendar management, optimizing provider-patient schedules, coordinating patient care, and providing information and data support. The specialist serves as the primary contact for providers, manages calendars and competing appointments, monitors clinical schedules for opportunities to optimize provider time, and supports documentation, correspondence, travel, referrals, and prior authorizations. The role also coordinates surgical and ambulatory procedure schedules, equipment, devices, and medications, applying protocols and contingency strategies to ensure procedures are ready to proceed. The specialist supports patient communication before and after procedures, prioritizes patient concerns, follows up with providers and patients, and assembles information from electronic medical records for disability paperwork.

Requirements

High school diploma and 2 years of relevant experience, or an equivalent combination of education and experience.
Demonstrated customer relations skills.

Nice To Haves

Medical terminology.
Experience with surgical or appointment scheduling software, such as Flowcast.
Experience with electronic medical records.

Responsibilities

Serve as the primary contact for providers and manage their calendars, appointments, and meetings according to provider preferences.
Continuously review clinical schedules to identify opportunities to optimize providers’ time and effort.
Identify missing orders and send them for review and approval.
Gather information needed for insurance referrals and prior authorizations.
Apply provider preferences and protocols to select, execute, or delegate follow-up actions based on patient notes.
Compose, edit, and obtain signatures for non-routine correspondence, including appeals of denied claims.
Manage provider documentation and information and prepare non-routine correspondence containing factual information.
Arrange travel, conference registration, and hotel accommodations.
Coordinate invited lectures and speaking engagements with organizations, hospitals, and other parties.
Research hospital medical records to obtain information requested by physicians, insurance companies, and attorneys.
Determine the order of daily surgeries and ambulatory procedures based on patients’ medical conditions and severity.
Coordinate surgical and procedure schedules with Operating Room scheduling offices and Ambulatory Surgical Center staff.
Authorize overbooking, rearrangement, and rescheduling of surgeons’ Operating Room schedules according to case complexity, medical urgency, cancellations, and applicable protocols.
Order and confirm necessary surgical or procedure equipment, devices, and medications.
Use contingency strategies to ensure details, materials, and locations are ready for scheduled procedures.
Ensure patient education and follow-up details reflect pre-operative readiness and post-operative rehabilitation expectations and activities.
Ensure pre-operative testing and evaluation information is complete for review by the anesthesiologist and Operating Room.
Assemble information from electronic medical record tabs for review and inclusion in disability paperwork.
Assess patient calls, identify needs, prioritize medical concerns, obtain provider responses, and follow up with patients.
Serve as the main point of contact for patients before and after procedures.
Perform other duties as assigned.