Admin Asst Assoc Healthcare

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

2:1 retirement match

Job summary

Michigan Medicine is seeking a Physician Orders Specialist to ensure timely signing and processing of MVN/MVC physician orders, coordinating with billing, quality, and physician offices to support billing cash flow. You will also update physician data and assist with data entry in the electronic systems.

The role requires accurate data handling, strong customer service, and collaboration across departments to maintain regulatory compliance and timely information exchange.

Qualifications

• High School diploma or equivalent required.
• Experience with word processing and software applications.
• General proficiency in office practices and systems.
• Proficiency in English including grammar and spelling.
• Ability to work accurately and efficiently.
• Excellent interpersonal communication and telephone manner.
• Knowledge of medical terminology.
• Commitment to excellent internal/external customer service.
• Strong organizational skills and attention to detail.
• Ability to travel between sites as assigned.

Responsibilities

• Check in signed physician orders (paper) and prepare for processing.
• Prioritize unsigned orders to prevent billing delays and follow up per guidelines.
• Update physician information in Symplr, including contact details.
• Use Epic for patient information as it becomes available.
• Maintain relationships with physician offices to obtain signatures and data.
• Review reports to ensure licensure for physicians referring to MVN/MVC.
• Transmit electronic discharge and transfer summaries within required timelines.
• Produce copies of medical records from the electronic medical record.
• Participate in record preparation activities and respond to ADRs.
• Identify issues and report to supervisor; provide clerical support and strong customer service.
• Answer calls promptly and route messages; ensure information is forwarded.

Skills

Word Processing

Office Software

Interpersonal Skills

Telephone Etiquette

Medical Terminology

Customer Service

Attention to Detail

Multitasking

Education

High School diploma or equivalent

Tools

Symplr

Epic

MiChart

McKesson

Microsoft Office

Job description

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job Summary

Basic Function and Responsibilities: This position is responsible for ensuring that MVN/MVC physician orders are signed in a timely manner and that these orders are processed according to department guidelines. The Physician Orders Specialist must also coordinate and prioritize these activities in such a way that cash flow is not jeopardized by unsigned physician orders holding up billing. As a result, the Physician Orders Specialist will work closely with the billing department, the quality department, clinical supervisors and physician offices to facilitate the signing of physician orders. The Physician Orders Specialist is also responsible for entering new and updating current physician data.

Essential

• Checks in all signed physician orders (paper) which are faxed and mailed back to the department. These orders may include certifications and re-certifications and interim orders.
• Prioritizes and follows up on orders which have not been signed by a physician, according to department approved guidelines and billing department requests, to ensure that orders are signed in accordance with regulatory requirements and that bills do not time out due to unsigned physician orders. This includes both paper and electronic orders. Assists in identifying ways in which to improve this follow-up process.
• Updates and/or adds physician information in Symplr including fax and phone numbers, addresses and phone numbers, as these changes are identified.
• Uses patient information in Epic as this information becomes known.
• Maintains a good working relationship with physicians? offices in order to ensure cooperation in obtaining needed physician signatures and physician and patient information. Assists in the development of contacts at various physician offices in order to facilitate signing orders.
• Reviews reports and ensures that all physicians referring to the MVN/MVC are licensed and eligible to practice in the State of Michigan or in a state that borders Michigan. Identifies problems with physician licensure and notifies appropriate leadership.
• Transmits electronic discharge and transfer summaries to next provider of care within established timelines required by regulation/policy.
• Produces copies of medical records from the electronic medical record as requested.
• Participates in record preparation activities, in response to ADR?s.
• Identifies problems that cannot be resolved independently and reports them to the appropriate supervisor.
• Provides other clerical support services as assigned. Provides excellent customer service to internal and external customers in a professional, friendly manner.
• Answers all telephone calls timely, provides requested information to callers as able, and transfers calls and messages to the appropriate recipient.
• Records, forwards and follows up on information and messages to ensure customer needs are met

Other Related Duties

• Complies with all University of Michigan and departmental standards and expectations.
• Supports the department?s commitment to continuous improvement activities and principles through positive and respectful contribution in all problem-solving and change processes at Home Care Services.
• Performs other duties as assigned.

Required Qualifications*

• High School diploma or equivalent
• Experience with word processing and other software applications
• General proficiency in office practices and systems
• Proficiency in the English language including alphabetizing, grammar, punctuation and spelling
• Ability to work accurately and efficiently in a professional manner
• Excellent interpersonal communication skills and pleasant telephone manner
• Knowledge of medical terminology
• Excellence in and commitment to internal/external customer service
• Excellent organizational skills and ability to focus on details
• Ability to travel from point A to point B throughout the workday as assigned

Desired Qualifications*

• Previous experience in a health care setting and/or familiarity with physicians? orders
• Experience in Internet information gathering
• Experience with MiChart
• Experience with McKesson software system

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Physical Requirements

The employee will be able to perform the assigned duties and responsibilities with or without reasonable accommodations: ability to work in a sedentary position for long periods of time, ability to communicate/ exchange information, fine motor coordination/dexterity necessary for keyboarding or typing, and may require reaching, bending, twisting, stooping, moving about, lifting of up to 10 pounds, etc., with or without the use of assistive/adaptive devices.

Occupational Hazard Information

Staff members may have routine exposure to all chemical inventory, inclusive of hazardous materials, housed at all work sites for Home Care Services, including but not limited to: the office, hospital, clinics, vehicles and warehouse. Chemical inventory reference materials are available to all staff in the form of hard copy and on-line Material Safety Data Sheets. Staff may carry out assignments in patient?s homes, hospitals, clinics and HCS offices. Staff may drive personal or University owned vehicle and walk on uneven surfaces to these various work site locations in all weather conditions on a regular basis.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.