UNIV - Administrative Coordinator I - Surgery: Pediatric Cardiothoracic Surgery

Job Description Summary

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Job Description

Pay Range:

$38985.00 - $55559.00 - $72134.00 (min - mid - max)

Job Duties:

• 35% - Clinic Coordination Responsibilities
  Coordinating clinic flow for all divisional surgical outpatient and telemedicine (DOXY) appointments. This responsibility requires daily coordination internally and externally to facilitate seamless communication in a fast-paced clinical environment by utilizing appropriate MUSC mandated systems.
  - Reviews providers schedules and recognizing potential problems to ensure adequate schedule density; schedules appropriate testing in accordance with provider referrals and progress notes; verifies complete medical records have been uploaded in advance of patient visit. Obtaining prior authorizations from insurance for out-of-state patients.
  - Maximizes utilization of clinic appointments by monitoring clinic schedules in advance to ensure proper scheduling. Works through waitlists work queue lists and in basket requests and manually schedule patients. Facilitates request of records and/or images from referring providers and uploads into Epic/Solarity (i.e. notes imaging reports imaging pathology and labs). Monitors department fax machines and RightFax requests for outside medical records. Responds to patient messages and resolves issues.
  - All other administrative functions as required to support the divisional ambulatory clinic activities which includes doctors mid-level provides fellows and residents. Verifies proper leave request approvals are obtained for providers and mid-level providers including Chair approval for requests less than 30 days. Reschedules patients from cancelled clinics/ surgeries after approvals are obtained. Analyzes provider templates recommends improvements and implements changes. Trains new staff members and provides backup coverage for other staff.
  - Schedules urgent hospital follow-up appointments new and add on clinics and last-minute scheduling changes due to unforeseen clinic closures. Overbooks special scheduling requests from providers regarding follow up visits post-test results inter-department referrals etc.).Completes various forms (FMLA LTD STD DME) for continuity of patient care. Coordinates scheduling activities with clinical providers and staff to ensure patient messages are answered in a timely fashion and issues resolved. All other scheduling activities related to both in-person and virtual visit types.
  - Sends correspondence for no show appointments/cancellations. Calls patients for no shows with urgent diagnoses.

• 35% - Surgery Coordination Responsibilities
  Manage all patient surgeries including but not limited to scheduling OR documentation and patient education using all associated specialized computer systems. Prepare patient files for surgery by reviewing documentation of clinic visits pre-op work ups and appointments lab reports and referring physician correspondence. Provide ongoing coordination and communication to all preoperative patients.
  - Continuously monitors Epic inbox/emails/texts throughout day for surgical cases to be scheduled verifies surgeons scheduled OR dates and maintains and updates their Outlook calendar. Manages surgery schedule time and coordinates schedule with personnel at multiple surgical services locations of optimum utilization of OR block. Schedules surgery in a timely manner with the correct codes (CPT ICD10 and HCPCS) to the appropriate operating room on the hospital scheduling system. Contacts robotic coordinators in a timely fashion to ensure availability and reservation when ne. Coordinates with outside vendors with surgical needs for specific equipment requirements.
  - Coordinates with other department/services to schedule complex combo cases with multiple providers. Accommodates all department/service to ensure clinics and/or other ORs are canceled in order to have all providers involved present.
  - Informs patients of surgery workup and other ancillary appointments. Works with patients to schedule time and date of surgery and provides appropriate instructions for patient preparation of surgery. Handles any changes that has taken place after the schedule has been completed which includes taking care of cancellations recalling patients binding operating rooms for add-ons and emergency cases received. Coordinates with the OR personnel departmental residents LPNs/RNs patient and physicians to ensure surgeries are schedule appropriately accurately and in a timely manner. Forwards surgery information to all appropriate areas including but not limited to medical records financial counseling administrative staff and clinical staff.
  - Maintains all data regarding future cases equipment needs referring physicians and operating room scheduling data. This information should be kept current and available at all times to be reviewed by faculty and staff.
  - Notifies appropriate faculty and administrative assistant(s) of OR availability when OR time has been released by any of the department surgeons.

• 30% - Administrative Coordination Responsibilities
  - Updates and/or maintain CV via Interfolio.
  - Manages Outlook calendar;
  - Schedules administrative appointments and meetings to correlate with clinic schedule submits leave requests coordinates air fare/hotel/ground transportation for conferences and schedules depositions and talks. Attend departmental meetings/events or training sessions when necessary
  - Attend departmental meetings and UMA/MUSC sponsored meetings/events or training sessions.
  -Complete all required training elements as well as updates within the time designed.
  - Other duties as assigned by physician or supervisor (i.e. providing back up to other administrative staff).

Additional Job Description

Minimum Requirements:

A high school diploma and four years relevant experience in business management public administration or administrative services; or a bachelors degree and two years experience in business management public administration or administrative services.

Physical Requirements:

(Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (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. (Frequent) 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. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs. unassisted. (Infrequent) Ability to lift objects up to 15 lbs. from floor level to height of 36 inches unassisted. (Infrequent) Ability to lower objects up to 15 lbs. from height of 36 inches to floor level unassisted. (Infrequent) Ability to push/pull objects up to 15 lbs. 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. (Frequent) 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. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) 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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