Administrative Services Coordinator CPUP - Cardiac Electrophysiology

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Comprehensive compensation and benefits program

Prepaid tuition assistance program

Job summary

Penn Medicine, University of Pennsylvania Health System seeks an Administrative Services Coordinator to support the Electrophysiology Program. This role involves high-level administrative duties, patient care coordination, and ensuring the efficient operation of clinical practices.

The ideal candidate should possess strong organizational and communication skills, with over 5 years of relevant experience in medical office settings. This position represents an opportunity for growth and advancement.

Qualifications

• 5+ years of experience in a medical office or customer service.
• Ability to manage a high volume of calls and scheduling.
• Experience with patient care and customer service.

Responsibilities

• Manage scheduling and patient care responsibilities.
• Coordinate clinical procedures and patient correspondence.
• Oversee administrative functions and support programmatic needs.

Skills

Organizational skills

Communication skills

Critical thinking

Leadership capabilities

Education

H.S. Diploma/GED

5+ years of Medical office experience or customer service experience

Bachelor of Arts or Science (preferred)

Job description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Title: Administrative Services Coordinator CPUP

Department: Cardiac Electrophysiology

Location: Hospital of the University of Pennsylvania- 3400 Spruce St (Clifton Center of Medical Breakthroughs)

Hours: Full Time

Summary

• The Administrative Coordinator for the Director of the Electrophysiology Program at HUP is responsible for supporting a heavy volume clinical practice. The incumbent will provide expertise in administrative and project coordination, communications, and event management. The Administrative Coordinator is a key point of contact for important clinic operating functions such as responsible for all patient care responsibilities from scheduling patient office visits in multiple locations, coordinating and scheduling EP lab procedures, to communication back to the referring physician for the EP program director. Managing the epic schedule for multiple locations and calendars. Implementation and management of follow-up items from meetings, and maintaining administrative oversight of meeting schedules in a highly dynamic and complex setting. Programmatic responsibilities as assigned. Tech savvy individual with high organizational skills, excellent communication skills, follow through, and critical thinking. Leadership capabilities. Very heavy call volume practice. Cross covering additional physicians in the practice, as needed. Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents and requests reimbursements.
• The Administrative Coordinator manages routine office administrative functions, as well as provides high-level programmatic support as needed. Assists the Electrophysiology Program at the University of Pennsylvania Health System in maintaining a patient/customer focus, supports the delivery of high quality care, shares a passion for patient and customer-centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets.
• This position is an advancement for an Administrative Assistant that is looking for the next step in his/her career that likes complexity and high work volume.

Oversight & Lead Responsibilities

• Independently owns, prioritizes and initiates implementation of assigned work functions
• Serves a point of escalation for Admin Services team
• Participates in and supports select projects to be determined by leadership
• Evaluates and manages workload distribution of the Admin Services staff
• May assist with recruitment, onboarding, performance evaluations and performance management of Admin Services staff per practice needs

Clinical Duties

• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances
• Retrieves and processes incoming medical records/images, ensuring scanning and physician review is completed
• Ensures diagnostic testing and other evaluations are completed before visit if applicable
• Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. Traveling to clinic location if applicable
• Schedules required procedures and OR/Lab for patients at provider’s direction
• Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages
• Responsible for the timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure
• Processes medication refill requests, triaging to appropriate clinical staff
• Coordinates and schedules cases with medical equipment representatives as required
• Completes medication authorizations and obtains prior authorizations for procedures
• Obtains medication pricing and coverage information for patients
• Initiates Tier 1 prescription exemptions as needed
• Schedules tests, procedures, and other clinical follow-up services as requested by the providers
• Completes medical records requests
• Handles all patient correspondence, including myPennMedicine messages

Administrative Duties

• Answers and screens all phone calls and patient inquiries, taking appropriate messages and delegating to appropriate staff
• Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours
• Maintains physician Epic template
• Attends and takes minutes in meetings when necessary
• Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses
• Updates CVs in FEDs
• Creates, edits and distributes letters per attending physician direction
• Coordinates submission and approval of journal articles and permissions as directed
• Coordinates visits for visiting scholars
• Coordinates visits and interview schedule for the recruitment of faculty
• On call schedule management with the ability to enter and make changes to the call schedule in appropriate systems such as Qgenda

Billing Duties

• Uses the correct CPT code for scheduling procedures/surgeries/admissions and links correct primary diagnosis
• Ensures that all operative reports and encounter forms are turned in for billing within the designated timeframes
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals
• Ensures all pre-registration items are completed to allow for timely and complete billing

Research Related Responsibilities

• Interacts with individuals/patients associated with clinical trials as well as provides information to patients enrolled in these studies
• Schedules follow up studies as directed by the trial protocol
• Coordinates submission and approval of journal articles, manuscripts and permissions as directed

Special Projects

• Training of staff and mentoring new team members
• Update of procedural manual
• Special assignments in regards to fellowship etc
• Serves as subject matter expert in specific area(s)
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
• Other duties as assigned to support the unit, department, entity, and health system organization

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• 5+ years Medical office experience, or 5 years of customer service experience. Related clinical office experience required. Prior customer service or insurance verification experience in a healthcare setting preferred. A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience
• Bachelor of Arts or Science (preferred)
• Previous experience in an executive staff support or program development role

Benefits

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

Live Your Life's Work

Equal Opportunity Statement

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.