Endoscopy Support Representative III

University of Rochester; City of Rochester (NY); On-site; USD 28,000 - 39,000; Full time

Job summary

University of Rochester seeks an experienced operations coordinator for the Endoscopy Procedure Unit, serving as the central communication hub at the nurses’ station and coordinating daily procedures, patient flow, room utilization, and staffing resources. You will support physicians, anesthesia, nursing, and ancillary departments to ensure safe, efficient patient care.

The role emphasizes real-time coordination, workflow optimization, and accurate patient tracking across Epic and related

Qualifications

• High School diploma and 2 years of relevant experience required.
• Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records preferred.
• 1 year in a position demonstrating the ability to work with minimum supervision and direct an office operation (preferred)

Responsibilities

• Acts as the operational specialist and primary communication hub for the Endoscopy Procedure Unit.
• Coordinates daily procedural operations, patient flow, provider schedules, room utilization, and resources.
• Collaborates with Charge Nurse to maintain electronic patient tracking and downtime schedules; communicates updates to ensure efficient patient care.
• Reviews daily and future schedules for accuracy, verifies appointment times, room assignments, provider schedules, and equipment needs.
• Triages calls, communicates schedule changes, delays, and emergency procedures to physicians, anesthesia, nursing, and families; monitors arrivals and cancellations.
• Maintains Epic, EndoSoft, QGenda, and patient tracking systems and ensures readiness of procedure rooms and equipment.
• Provides guidance on workflow processes, onboarding, and process improvement; supports quality initiatives and documentation.

Skills

Customer relations

Workflow coordination

Scheduling coordination

Analytical thinking

Education

High School diploma

Equivalent combination of education and experience

Tools

Flowcast

Epic

EndoSoft

QGenda

Bravo

VCE

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 500193 Medicine SMH Gastrointestinal

Work Shift: UR - Day (United States of America)

Range: UR URCA 205 H

Compensation Range: $20.30 - $27.41

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

The General Purpose provides a concise, high level overview of the role, level, and scope of responsibility consisting of 3-4 sentences. It provides a basic understanding of the job and a concise summary of why the job exists and how it makes an impact.
Serves as the operational specialist for the Endoscopy Procedure Unit, functioning as the central communication and workflow resource at the nurses’ station. Coordinates daily procedural operations by managing patient flow, provider schedules, room utilization, patient readiness, and operational resources while supporting physicians, anesthesia providers, nursing staff, and ancillary departments. Anticipates workflow disruptions, prioritizes emergent procedural changes, and facilitates timely communication to ensure safe, efficient, and high-quality patient care. Through proactive coordination and operational oversight, ensures the efficient functioning of the Endoscopy Unit and maximizes patient throughput, resource utilization, and customer service.

ESSENTIAL FUNCTIONS

Serves as the operational specialist and primary communication hub

for the Endoscopy Procedure Unit, functioning as the central resource for physicians, anesthesia providers, nursing staff, registration, scheduling, transportation, and ancillary departments. Coordinates daily procedural operations by maintaining real-time awareness of patient flow, provider schedules, room utilization, staffing resources, and procedure progression. Collaborates with the Charge Nurse to maintain electronic patient tracking systems and manual downtime schedules, prioritizes emergent procedural changes, communicates operational updates, and ensures efficient coordination of patient care activities throughout the procedure unit.

Coordinates patient scheduling, procedural readiness, and operational planning

by reviewing daily and future schedules for accuracy, verifying appointment times, procedure duration, room assignments, provider schedules, anesthesia resources, medication holds, patient preparation, and specialized equipment needs. Coordinates add-on and urgent procedures, proactively identifies scheduling conflicts, optimizes daily procedural flow, prepares patient labels, consent packets, nurse worksheets, and wristbands, and ensures all documentation is complete prior to patient arrival.

Coordinates multidisciplinary communication and patient throughput

by triaging incoming telephone calls, communicating schedule changes, delays, cancellations, emergency procedures, and operational updates to physicians, anesthesia, nursing, registration, patients, and families. Monitors patient arrivals, follows up on late arrivals and cancellations, coordinates transportation requests, facilitates patient movement throughout the procedural continuum, and escalates operational concerns requiring leadership intervention.

Coordinates operational resources and procedural support systems

by maintaining Epic, EndoSoft, QGenda, and patient tracking systems, correcting registration and scheduling discrepancies, monitoring Bravo and Video Capsule Endoscopy (VCE) equipment availability, coordinating supply inventories, pharmacy stock distribution, pneumatic tube operations, departmental forms, and ensuring operational readiness of procedure rooms and support resources to minimize delays and maximize procedural efficiency.

Serves as a departmental workflow resource and process improvement partner

by providing guidance to staff regarding departmental workflow processes, patient flow coordination, scheduling practices, and operational procedures. Assists with onboarding and orientation of new staff, participates in workflow planning meetings, identifies opportunities to improve efficiency and reduce operational barriers, coordinates patient transportation, witnesses consent signatures when appropriate, manages document scanning and record distribution, supports quality improvement initiatives, and performs other patient-focused administrative responsibilities as assigned.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma and 2 years of relevant experience required
• Or equivalent combination of education and experience
• Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records preferred
• 1 year in a position demonstrating the ability to work with minimum supervision and direct an office operation (preferred)

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated customer relations skills (required)
• Demonstrated ability to coordinate complex procedural operations involving multiple providers, disciplines, and competing priorities. (preferred)
• Ability to independently assess workflow disruptions and implement real-time operational solutions. (preferred)
• Knowledge of procedural scheduling optimization, patient throughput management, and resource allocation. (preferred)
• Ability to anticipate operational issues and proactively coordinate corrective actions. (preferred)
• Strong analytical and critical thinking skills with the ability to prioritize work in a rapidly changing procedural environment. (preferred)

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status,or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.