UNIV Administrative Assistant Department of Ophthalmology

Job Description Summary

The Administrative Assistant provides comprehensive administrative and operational support to 45 full-time physicians in a high-volume medical clinic. This role is responsible for ensuring efficient clinic operations accurate scheduling timely patient communication and coordination across clinical financial referral and operating room teams. The Administrative Assistant serves as a key liaison between physicians staff patients and leadership ensuring compliance with departmental policies access-to-care standards and revenue cycle requirements.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC000988 COM Ophthalmology CC

Pay Rate Type

Hourly

Pay Grade

University-04

Pay Range

33339.00 - 47509.00 - 61680.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

• 20% Clinic and Schedule Management

  • Provide direct administrative support to 45 full-time physicians.

  • Review clinic schedules one week and three business days in advance to identify mis-scheduled patients or template issues.

  • Notify patients of mis-scheduled appointments and assist with correct rescheduling.

  • Manage physician clinic templates including template changes and overbook approvals. Work with registration on how to schedule physicians and their scheduling parameters. Schedule patients that registration or the PAC are having difficulty scheduling.

  • Prepare submit and track all clinic change requests and approvals to ensure timely processing.

  • Coordinate clinic cancellations ensuring all cancellations are requested and finalized a minimum of 45 days in advance of the clinic date. Utilizing Qgenda and/ or CCR form.

  • Release holds ahead of clinic date.

  • Review schedules against the Master schedule to avoid any scheduling errors.

  • Serve as the liaison between physicians scheduling teams and clinic staff to ensure clinic efficiency and access to care.

  • Independently performs other administrative duties as needed with the ability to handle all routine situations with expertise. Must know how to use discretion and tact in dealing with faculty colleagues and patients. Ability to recognize a potential problem and find a solution with minimal supervisor assistance. Excellent interpersonal as well as customer service skills.

  • Demonstrate proficiency in all required Department of Ophthalmology and MUSC applications including QGenda CCR EPIC Excel trackers and other systems necessary to support operational and administrative functions.

• 20 % EPIC Inbox and Patient Communication

  • Monitor and manage EPIC In Basket messages including but not limited to phone messages staff messages CCd charts patient advice notifications and referral messages.

  • Ensure all incoming phone messages (direct and EPIC-based) are addressed within 12 business days.

  • Document all patient communication attempts in EPIC using a telephone encounter.

  • Make a minimum of two documented attempts to reach patients when required.

  • Handle all phone calls in a professional courteous manner providing timely follow-up through resolution.

• 15% Cataract Referral Queue and Scheduling

  • Sign into the Cataract Referral Queue to answer patient calls and schedule new cataract consultation appointments.

  • Ensure all cataract-related calls received during business hours are answered on the same business day.

  • Respond to after-hours calls (received after 5:00 p.m.) on the following business day.

• 15% Procedure and Financial Coordination

  • Schedule all in-office procedures for assigned physicians.

  • Notify patients of any applicable elective or out-of-pocket fees prior to procedures.

  • Log elective fee information on the designated elective surgery Excel tracking form for Financial Counseling review and collection.

  • Coordinate with Referral and Financial Counseling teams to ensure referrals authorizations and financial clearances are in place prior to procedures.

  • Communicate with revenue cycle teams regarding elective services billing concerns and payment issues.

  • Oversee and support Financial Assistance Program (FAP) and Coordination of Benefits (COB) requests as applicable.

• 10% Operating Room and Interdepartmental Coordination

  • Work collaboratively with the Operating Room scheduling team to resolve scheduling conflicts and concerns.

  • Partner with physicians residents faculty administrative leaders and clinical teams to support clinical operations.

• 10% Correspondence and General Administrative Support

  • Handle all correspondence including patient letters physician requests vacation requests clinic cancellations and travel itineraries.

  • Prepare and submit all required approval forms related to correspondence and scheduling.

  • Manage physicians calendars office files surgery schedules certifications and licensure documentation.

  • Schedule and coordinate meetings and other group activities as needed.

  • Respond to or route routine internal and external inquiries using independent judgment and appropriate messaging.

  • Independently perform additional administrative duties as assigned by the Department Administrator.

  • Demonstrate discretion and tact when working with faculty colleagues and patients.

  • Work with community partners to schedule patients as requested.

  • Adapt to changing priorities including the implementation of innovative processes and additional responsibilities as operational needs change.

  • Identify potential issues proactively and implement solutions with minimal supervisory guidance.

  • Maintain excellent interpersonal organizational and customer service skills.

• 5% Cross-Training and Coverage

  • Crosstrain in additional medical specialties to ensure continuity of operations when coverage is needed.

  • When covering for another team member assume full responsibility for their daily duties and assigned tasks.

  • Assist with Training front desk on clinic scheduling

• 5 % Any of other duties as assigned by Administrative Supervisor and or Department Administrator.

MUSC Minimum Training and Experience 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.

Preferred Skills and Qualifications:

• Prior administrative experience in a medical or healthcare setting preferred.

• Proficiency with EPIC or similar electronic medical record systems strongly preferred.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Excellent written and verbal communication skills.

• High level of professionalism confidentiality and attention to detail.

• Ability to work independently and collaboratively in a fast-paced clinical environment.

• Demonstrates flexibility and a positive attitude when adapting to new tasks responsibilities and evolving workflows.

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 - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 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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Junior IC