Physician Support Rep III - Surgical Oncology

001 University of Rochester; United States; On-site; USD 28,000 - 38,000; Full time

Job summary

The University of Rochester’s Surgical Oncology division seeks a detail‑oriented secretarial professional to support clinical, teaching, and administrative activities at 601 Elmwood Ave in Rochester, NY. You will manage calendars, schedule patients and procedures, and handle billing and documentation with accuracy.

Requires a high school diploma and at least two years of relevant experience, familiarity with medical terminology, and experience with scheduling software such as Flowcast and

Qualifications

• High School diploma and 2 years of relevant experience required or equivalent combination of education and experience.
• Medical Terminology, experience with surgical/appointment scheduling software (Flowcast), and electronic medical records preferred.

Responsibilities

• Performs complex secretarial and administrative duties in support of the Division of Surgical Oncology.
• Manage time and calendar, triage calls, and coordinate patient scheduling across sites.
• Handle billing, data entry, and documentation with accuracy and timeliness.
• Serve as primary contact for off-site practice locations and coordinate scheduling and space.
• Assist with department hiring and onboarding of new secretaries.

Skills

Customer relations

Education

High School diploma

Tools

Flowcast

EMR systems

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: 910120 Surgical Oncology 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

Responsibilities: Performs complex secretarial and administrative duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgment, in support of the clinical, educational, and academic programs in the Division of Surgical Oncology. Responsibilities include time and calendar management, telephone triaging and management, and information/data support.

ESSENTIAL FUNCTIONS

• Patient Scheduling and Coordination of Care - Receives incoming patient telephone calls for surgeon(s) and nurse practitioner(s), managing and/or resolving various scheduling/coordination issues and answering questions as needed.
• Coordinate scheduling of patients at multiple practice sites; coordinates referrals for consults. Obtains patient medical records to facilitate patient care. Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioners. Using the Cadence and eRecord systems.
• Patient Scheduling and Coordination of Care - Schedules appointments, tests, and surgeries, coordinating appointments, tests and consults in preparation for surgery or further clinical work-up.
• Interacts effectively in carrying out these responsibilities, presenting a positive image for the Division of Surgical Oncology. Works regularly with patient registration and clinical information systems. Obtaining authorizations for the clinic, procedures and surgeries.
• Document and Information Management - Coordinates maintenance of patient records, including office charts, documentation for billing, completion/submission of documents regarding patient care and insurance. Transcribes, proofreads, and ensures accuracy and timeliness of all written materials, including medical reports and correspondence, and business correspondence. Demonstrates knowledge of medical terminology, word processing, spreadsheets, and presentation software. Researches hospital medical records for information requested by physicians, insurance companies and attorneys. Scanning patient information into the records via OnBase system. Sending Endosoft reports to referring offices and primary care offices.
• Time and Calendar Management - Effectively balances competing demands of surgeon time by managing calendar, including all clinical activity, administrative meetings, research, education and academic commitments.
• Billing/Financial Management - Obtains authorizations (surgeries, office visits and minor procedures) and pre-verifies insurance. Performs all front-end billing functions for surgical oncology group(s) and ensures these functions are performed in an accurate and timely manner. Functional knowledge of ICD10 coding, insurance company referrals/precertification, worker’s compensation and demographic information.
• Other Office Management - Coordinates work with nurse practitioner(s). Manages all incoming mail for surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed up appropriately. Coordinates transfer of patient studies to and from other hospitals and physician offices. Assists with department hiring processes by training incoming new secretaries or temporary secretaries when requested. Functional knowledge of various office equipment. Provides coverage for absences within the division, off-site practice location, and within the department when requested.
• Practice Site Coordination - Serves as primary contact for management of off-site practice locations making sure that space is clean and orderly. Ensures compliance with all applicable regulations and Medical Center policies. Interfaces with front desk staff at off-site locations to coordinate scheduling. Provides coverage as needed to offsite locations. Works at the front desk completing check in and check out processes.

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

KNOWLEDGE, SKILLS AND ABILITIES

Demonstrated customer relations skills required

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.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.