POSITION SUMMARY:

Under the direct supervision of the Practice Manager, Clinic Director and Nurse Manager works with considerable latitude for independent judgement. Responsible for all clerical preparations for providers, including but not limited to time and calendar management while optimization of provider patient schedule, coordination of patient care and information/data support. Provides direction to other secretarial staff and clerical staff. Serves as an indirect supervisor of OAR staff. May train and coordinate activities of peers or support staff.

TYPICAL DUTIES:

• Examines the clinical schedules(s) on a continuous basis (both weekly and daily) to identify opportunities for optimizing the time and effort of providers by reviewing reports such as Clinic Utilization, Master Templates and the volume of Referrals. Develops, enforces and continuously improves the process for obtaining all necessary information for referrals. Develops, enforces and continuously improves the process for obtaining prior authorizations for office visits, skin testing and ancillary testing.

• Serves as a primary contact for provider(s) as it relates to clerical needs. Organizes providers’ calendars, by prioritizing appointments and meetings based on provider preferences or availability. Works with Practice Manager, Fellowship Co-coordinator, and Clinical Directors to implement scheduling changes. Maintains and updates shared provider calendar with time away. Chooses and recommends scheduling among competing demands.

• Applies provider preferences and protocols in selecting for routine and non-routine letters of correspondence related to appeals on denied claims, billing and patient communications. This includes compiling all necessary information and drafts for provider signature and ensuring best practices and following University polices and guidelines.

• Obtains hospital medical records for information requested by physicians, insurance companies, and attorneys.

• Master Scheduling: Using guided judgment from clinicians, prioritizes the order of referrals scheduled daily based upon patient’s medical conditions and severity. Uses judgement based on provider preference to authorize overbooking and rearranging of clinic schedules. Authorizes rescheduling when cancellations occur by applying protocols for scheduling. Based on the nature of the pre-testing procedure, varies patient education and follow up details according to procedure.

• Patient Liaison: Assesses calls to understand patient needs, prioritizes medical concerns and obtains responses from providers and follows up with patients. Serves as the main point of contact for colleagues for all scheduling and communication questions or challenges.

Other duties as assigned

QUALIFICATIONS:

• High School Diploma required.

• Minimum of 2 years of relevant experience required or an equivalent combination of education and experience required.

• Experiences with appointment scheduling software and electronic medical records preferred.

• Demonstrated customer service skills preferred.

• Medical Terminology, experiences with surgical/appointment scheduling software and electronic medical records, preferred.

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 a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $19.47 - $25.77 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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