Clinical Scheduling & Patient Support Specialist

University of Rochester; Cary (NC); On-site; USD 28,000 - 38,000; Full time

Job summary

The University of Rochester is seeking an organized administrative professional to support the CVSL Regional Cardiology clinic in Canandaigua, NY. This full‑time role focuses on calendar management, patient care coordination, and essential documentation to keep clinical operations running smoothly.

Responsibilities include preparing clinic schedules, handling referrals and authorizations, producing routine and non‑routine correspondence, arranging travel and meetings, and maintaining

Qualifications

• Demonstrated customer relations skills required.

Responsibilities

• Serves as primary contact for provider(s).
• Manages provider(s) calendar and prioritizes appointments and meetings based on provider preferences.
• Chooses and recommends among competing demands.
• Examines the clinical schedule(s) on a continuous basis to identify opportunities for optimizing the time and effort of providers.
• Finds missing orders and sends them for review and approval.
• Anticipates needs of insurance companies by gathering all necessary information for referrals and prior authorizations.
• Applies provider preferences and protocols in selecting multiple possibilities to execute and/or delegate follow‑up actions based on the provider’s patient notes.
• Composes, edits, and obtains signatures for non‑routine letters of correspondence related to appeals on denied claims, including compiling all necessary information and drafts for provider signature.
• Manages provider(s) documentation and information.
• Composes and types non‑routine correspondence providing factual information.
• Arranges travel, conference registration, and hotel accommodations.
• Interfaces with organizations, hospitals, and others to facilitate invited lectures and speaking engagements for the provider.
• Researches hospital medical records for the information requested by physicians, insurance companies, and attorneys.
• Determines the order of daily surgeries and ambulatory procedures based on the patient’s medical conditions and severity.
• Negotiates surgical/procedure schedule by communicating complex details directly to the Operating Room scheduling office and Ambulatory Surgical Center Staff.
• Authorizes overbooking and rearranging of surgeon's Operating Room schedules based on case complexity and medical urgency.
• Authorizes rescheduling when cancellations occur by applying protocols for surgical scheduling.
• Orders all necessary surgical/procedure equipment, devices, and medication based on the application of protocols needed to conduct the surgery/procedure.
• Follows‑up to confirm the order is fulfilled and ready for surgery/procedure.
• Employs multiple contingency strategies to ensure all details, materials, and locations are ready for surgery/procedures as scheduled.
• Ensures patient education and follow‑up details vary according to pre‑operative readiness and post‑operative rehabilitation expectations and activities.
• Accountable for completeness of all relevant information from pre‑op testing and evaluations for review by the anesthesiologist and the Operating Room.
• Assembles the necessary details from multiple tabs within the electronic medical record for review and inclusion when completing disability paperwork.
• Assesses calls to understand patient needs, prioritizes medical concerns, and obtains responses from providers and follows up with patients.
• Serves as main point of contact for patients pre and post‑operative.
• Other duties as assigned.

Skills

Customer relations

Education

High School diploma

Medical Terminology

Tools

Flowcast

Electronic Medical Records

Job description

The University of Rochester is seeking an organized administrative professional to support the CVSL Regional Cardiology clinic in Canandaigua, NY. This full‑time role focuses on calendar management, patient care coordination, and essential documentation to keep clinical operations running smoothly.

Responsibilities include preparing clinic schedules, handling referrals and authorizations, producing routine and non‑routine correspondence, arranging travel and meetings, and maintaining