UNIV - Administrative Assistant - Department of Neurology

Job Description Summary

Provide clinical and administrative assistance for up to 45 full time physicians including the Stroke
Program Director Director of MUSC Telemedicine Services and the Clinical Stroke Program Director.
Demonstrates knowledge and skills required to provide care and/or service appropriate to the level of
development of patients with consideration of the needs of patients families. Serves as the sole provider of these support services as required. Maintain a high level of independence and briefs immediate supervisor as appropriate

Entity

Medical University of South Carolina (MUSC Univ)

Worker Type

Employee

Worker SubType

Classified

Cost Center

CC000985 COM Neurology CC

Pay Rate Type

Hourly

Pay Grade

University04

Pay Range

32686...000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Title: Administrative Assistant

Full Time or Part Time: Full Time

Job Duties

35%: Administrative Duties: Coordinate and implement daily administrative activities for division. Deal discreetly with sensitive and confidential information. Maintain and oversee physicians administrative academic clinical and research schedules and calendars. Coordinate and organize Stroke Division meetings maintain agenda and minutes. Coordinate and organize Stroke program meetings for clinical services maintain agenda and meeting minutes. Maintain Division Program files related CME credits licenses faculty recruitment applications CV references correspondence and contracts. Facilitate submission of publication renewals provider leave requests templates foundation requests reimbursements of travel and entertainment expenses. Distribution of all incoming outgoing mail and faxes. Coordinate courier Federal Express DSL UPS for clinical and research purposes. Coordinate procurement; order and maintain inventory and supplies. Coordinate the maintenance of office fax copier and printer equipment. Coordinate lectures conferences educational forums workshops community outreach programs and travel arrangements within the Neuroimmunology Division. Implement mass mailings pertinent to the Stroke Division; create letters mail merge collate and mail distribution.

35%: Clinical Triage incoming telephone calls and emails as they pertain to the coherency and overlap between clinical research and outreach components of the Stroke Division. Discuss the Stroke Program on a professional level with a variety of health care providers maintaining the public image within the University outside sources patients and families. Troubleshoot clinical schedules and referrals; keeping physicians informed. Coordinate and review expedited referrals with providers. Schedule appointments and coordinate visits with scheduling departments for RT and Offsite specialty clinic(s) and outside sources. Schedule diagnostic tests and other ancillary procedures and services e.g.; MRI labs EKG EEG as directed by providers. Facilitate patient assistance programs. Maintain files on EPIC reconciliation. Obtain patient test results from outside sources and MUSC; retrieving from IDX Oasis and EPIC. Document information in EPIC. Implement prior authorizations and denial requests according to departmental guidelines. Complete insurance disability forms (process fees) legal certificate of medical necessity home health and therapy orders troubleshoot billing inquires. Ensure that all lab and tests results are signed. Scan loose paperwork pertinent to clinical information. Assist with short term clinic cancelations and rebooking of patients. Assist with building clinical templates for providers and template changes.

20%: Scheduling Duties: Prepare forms for clinic cancellations for Stroke providers to include master schedule requests and provider leave requests. Responsible for monitoring provider bump and wait lists in EPIC; reschedule patients as needed in conjunction with provider leave time and call coverage schedules; ensure clinic schedules are blocked when needed and that they are fully booked at all times; schedule lastminute workins as needed. Work directly with clinic nursing team for clinic preparation and to ensure patients are appropriately scheduled with the Stroke program providers. Obtain referrals and other outside records on patients when needed. Responsible for making sure all patients have copies of any special testing and imaging as required by the providers to bring to their appointments. Coordinate emergent visits within department and outpatient clinics as necessary. Make appointment reminder calls to all patients.

10%: Other administrative responsibilities as assigned by Division leaders and providers and Department Administrator. Attend all neurology clinical staff meetings and department meetings as required. Provide input (suggestions / ideas / notification of problems) to supervisor regarding operations and assist with special projects and implementation as needed. Assist in other related tasks as needed and assigned. Provide backup support to designated clinical staff when absent as outlined in the Neurology Administrative Backup Responsibilities Guideline.

Additional Knowledge skill ability preferred:

Proficiency in Epic RightFax and Microsoft Office preferred Knowledge of CPT codes medical billing and diagnosis coding helpful

Experience in medical practice and knowledge of medical terminology is required Guideline and Supervision

: Employee will receive moderate supervision.

Additional Job Description

Minimum Requirements: A high school diploma and two years work experience that is directly related to the area of employment. A bachelors degree may be substituted for the related work experience. Some positions require a valid drivers license and good driving record; or correctable vision of 20/40 in both eyes with or without conventional lenses and physical qualifications in accordance with Federal Motor Carrier Safety Regulations Section 391.41; or AAVMA certification. Some positions require eligibility for bonding. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous 68 hours per shift; Frequent 26 hours per shift; Infrequent 02 hours per shift) Ability to perform job functions while standing. (Frequent) Ability to perform job functions while sitting. (Frequent) Ability to perform job functions while walking. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform pinching operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Continuous) Possess good finger dexterity. (Continuous) Ability to lift and carry 15# unassisted. (Infrequent) Ability to lift objects from floor level to height of 36 inches to 15# unassisted. (Infrequent) Ability to lower objects to 15 # from height of 36 inches unassisted. (Infrequent) Ability to push/pull objects to 15 # unassisted. (Infrequent) Ability to maintain 20/40 vision corrected in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Continuous) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Ability to work in dusty areas (Infrequent)

If you like working with energetic enthusiastic individuals you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race color religion or belief age sex national origin gender identity sexual orientation disability protected veteran status family or parental status or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications merit and business need.

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