UNIV - Administrative Coordinator I - Pediatrics: Developmental Behavioral

Medical University of South Carolina; Charleston, Northern (SC, KY); Hybrid; USD 40,000 - 68,000; Full time

Job summary

Medical University of South Carolina seeks an Administrative Coordinator to support the Division of Developmental-Behavioral Pediatrics. You will assist with patient scheduling, referrals, and records, coordinating with ambulatory staff and external agencies.

You will handle messaging in EPIC, document scanning, and daily communications, while supporting procurement and meetings. Minimum quals include a high school diploma with 4 years of relevant experience or a bachelor's with 2 years.

Qualifications

• High school diploma with four years of relevant experience, or a bachelor's degree with two years of relevant experience.
• Experience with Microsoft Word, Outlook, and Excel is required; willingness to learn RedCap.
• Epic and WorkDay experience is a plus.

Responsibilities

• 35% - Medical/clinical services preparation and patient management; assist with scheduling, referrals, video visits, and telemedicine.
• 25% - Process patient messages in EPIC and emails; scan documents into patient records; handle requests via email/phone/fax.
• 15% - Coordinate and prepare division purchases; procurement guidelines; vendor setup and payments; reconcile PCard transactions.
• 10% - Daily internal/external communication; obtain medical/school records; receive/send fax orders for patient care.
• 10% - Process template changes and clinic cancellations; reschedule patients; attend monthly division meetings and record notes.
• 5% - Other duties as assigned.

Skills

Administrative support

Scheduling

Communication

Office software

Education

High School Diploma

Bachelor's degree

Tools

Microsoft Word

Outlook

Excel

RedCap

Epic

WorkDay

Job description

Job Description Summary

The Administrative Coordinator position provides support for the Division of Developmental-Behavioral Pediatrics. Provides administrative support for the division, with a primary focus on patient/clinical related administrative activities.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC004433 COM PEDS DEVP Psychology CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours

40

Job Description

The position willwork closely with the ambulatory clinic staff to ensure timely and effective management of administrative needs. Additionally, theposition will assist in conference planning, file management, daily appointment scheduling. The coordinator serves as the liaison for the Division to both internal andexternal agencies. Works collaboratively with other administrative coordinators for the division to make certain all needs of division are met and serves as back up.

Additional Skills and knowledge

Must have experience with Microsoft Word, Outlook, Excel and willingness to learn Redcap database. Experience with Epic and WorkDay, a plus.

Job Responsibilities

• 35% - Medical/clinical services preparation and patient management: Works closely with the patient access center, ambulatory clinical care team members and others on the patient referral process, assist with scheduling and resolving conflicts. Process new patient referrals for Developmental Pediatrics by reviewing, triaging to appropriate providers, and/or sending out packets. This may include scoring behavioral protocols and reviewing packets to determine if additional documents need to be obtained prior to scheduling. This also includes scheduling new patients including video visits and telemedicine and overbooking new and return visits as needed.
• 25% - Process patient related messages in EPIC and emails, working closely with the nursing staff and providers. Scan all pertinent information or patient documents into the patient’s record in Epic and verify the documents have been entered accurately. Handle requests from patients, referring providers and outside entities via email, phone, and fax.
• 15% - Coordinate and prepare division-related purchases from a variety of funding sources according to procurement guidelines set forth by MUSC University and MUSC Physicians. Facilitate vendor setup and payments ensuring policies, procedures and guidelines are met in accordance with State and MUSC Procurement regulations. Reconcile and allocate monthly purchasing card (PCard) transactions.
• 10% - Daily coordination of internal and external communication in a regularly evolving clinical environment, using MUSC mandated systems. Communicate provider notes or letters as requested by staff or providers. Obtain other medical records or school records when requested. Receive and send fax orders for patient care.
• 10% - Process requests from providers for template changes and clinic cancellations and follow up to ensure changes are made. Subsequently reschedule patients for these clinic cancelations if the change is within a certain timeframe. Attend monthly Developmental Pediatrics Division meetings and record meeting notes for distribution to staff and faculty.
• 5% - Other duties as assigned

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

Equal Opportunity Employer

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

E-Verify Program

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees