Physician Support Specialist

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500159 Department of Dentistry

Work Shift:

UR - Day (United States of America)

Range:

UR URCA 205 H

Compensation Range:

$20.30 - $27.41

Responsibilities:

With minimal direction and considerable latitude for independent judgment, performs complex secretarial and administrative duties in a fast-paced environment in support of clinical, educational, and academic programs. Responsible for all clinic preparations, including but not limited to, providers' time and calendar management while optimizing provider patient schedule, coordination of patient care and information/data support.



SUPERVISION AND DIRECTION RECEIVED: Receives minimal direction from physician, mid-level providers, department head and/or administrative officer. Is responsible for independently planning, executing and evaluating own work.

SUPERVISION AND DIRECTION RECEIVED:

Receives minimal direction from physician, mid-level providers, department head and/or administrative officer. Is responsible for independently planning, executing and evaluating own work.

SUPERVISION AND DIRECTION EXERCISED:

Directs other secretarial and clerical assistants. May train and coordinate activities of peers or support staff.

MACHINES AND EQUIPMENT USED:

Standard office equipment including computer, calculator, telephone, facsimile. Will use software for electronic medical record system, appointment scheduling system, and Operating Room scheduling system and other systems as needed.

TYPICAL DUTIES:

Provider Assistant

- Serves as primary contact for provider(s). Manages provider(s) calendar, prioritizes appointments and meetings based on provider preferences. Chooses and recommends among competing demands.

- Examines the clinical schedule(s) on a continuous basis to identify opportunities for optimizing the time and effort of providers. Finds missing orders and pends them for review and approval. Anticipates needs of insurance companies by gathering all necessary information for referrals and prior authorizations.

- Applies provider preferences and protocols in selecting from multiple possibilities to execute and/or delegate follow up actions based on provider's patient notes.

- Frequently composes, edits and obtains signatures for non-routine letters of correspondence related to appeals on denied claims. This includes compiling all necessary information and drafts for provider signature.

- Manages provider(s) documentation and information. Composes and types non routine correspondence providing factual information.

- Arranges travel, conference registration and hotel accommodations. Interfaces with organizations, hospitals and others to facilitate invited lectures and speaking engagements for the provider.

- Researches hospital medical records for information requested by physicians, insurance companies and attorneys.

Surgical/Procedure Scheduling

- Decides, using independent judgment, the order of daily surgeries and ambulatory procedures based upon patient's medical conditions and severity.

- Negotiates surgical/procedure schedule by communicating complex details directly to the Operating Room scheduling office and Ambulatory Surgical Center Staff. Using independent judgment, authorizes overbooking and rearranging of surgeons Operating Room schedules based on case complexity and medical urgency. Authorizes rescheduling when cancellations occur by applying protocols for surgical scheduling.

- Orders all necessary surgical/procedure equipment, devices and medication based on application of protocols needed to conduct the surgery/procedure. Follows up to confirm that order is fulfilled and ready for surgery/procedure. Employs multiple contingency strategies to ensure all details, materials and locations are ready for surgery/procedures as scheduled.

- Based on the nature of the surgery/procedure, varies patient education and follow up details accordingly in relation to pre-operative readiness and post-operative rehabilitation expectations and activities. Is accountable for completeness of all relevant information from pre-op testing and evaluations for review by the anesthesiologist and the Operating Room.

Patient Liaison

- Assembles, from multiple tabs within the electronic medical record, the necessary details, for review and inclusion when completing disability paperwork.

- Assesses calls to understand patient needs, prioritizes medical concerns and obtains responses from providers and follows up with patient.

- Serves as main point of contact for patients' pre and post-operative.

QUALIFICATIONS:

Associate's degree in Medical, Secretarial or related field and a minimum of three years of relevant experience required; or an equivalent combination of education and experience. Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred. Demonstrated customer relations skills.

In accordance with the URMFG United Initiative, the CA Operations Supervisor while collaborating with other key stakeholders will develop and


NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.