UNIV - Administrative Coordinator I - Pediatrics: Developmental Behavioral

C001 Medical University of South Carolina (MUSC - Univ); Town of Charleston (NY); On-site; USD 40,000 - 68,000; Full time

Job summary

The Medical University of South Carolina (MUSC) is seeking an Administrative Coordinator to support the Division of Developmental-Behavioral Pediatrics. The role focuses on patient/clinical administrative tasks, scheduling, referrals, and liaison duties with internal and external partners.

Responsibilities include coordinating appointments, processing messages in EPIC, handling records, and assisting in conference planning.

Qualifications

• High school diploma with 4 years in admin services or a bachelor's with 2 years.
• Experience supporting ambulatory/clinical operations and scheduling.

Responsibilities

• Assist with patient referrals, scheduling, and telemedicine for Developmental Pediatrics.
• Process patient messages in EPIC and manage documents in the system.
• Coordinate division purchases, vendor setup, and payment reconciliation.
• Maintain internal/external communications and obtain medical/school records.
• Attend monthly division meetings and take notes for distribution.

Skills

Administrative support

Education

High School Diploma + 4 years experience

Bachelor's degree + 2 years experience

Tools

Microsoft Word

Outlook

Excel

Epic

Workday

REDCap

Job description

Job Description Summary

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 Work Shift

Job Description

Job Description The position will work closely with the ambulatory clinic staff to ensure timely and effective management of administrative needs. Additionally, the position will assist in conference planning, file management, daily appointment scheduling. The coordinator serves as the liaison for the Division to both internal and external 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.

• 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

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

• 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 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)

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. 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

Thank you for wanting to be part of the Medical University of South Carolina team. Whether you want to teach the next generation of health care leaders, innovate new business models, discover the next breakthrough or provide patient care, there's a role for you that fuels your passion and takes advantage of your skills. There are career opportunities available in academics, research, hospital medicine, physician practices and support services, from patient billing to IT. As an applicant, you can search jobs for all MUSC entities as well as search by category and location. MUSC attracts more than $250 million annually in research funding, making it the biggest magnet for biomedical, extramural research dollars of all institutions of higher learning in South Carolina. The Clinical and Translational Science Award (CTSA) Program aims to advance clinical and translational science to increase the speed at which new treatments become available to patients. MUSC Health, the clinical enterprise, operates a 750 bed medical center, which includes a nationally recognized Children's Hospital, the Ashley River Tower (cardiovascular, digestive disease, and surgical oncology), Hollings Cancer Center (one of fewer than 70 elite National Cancer Institute designated centers), a Level I Trauma Center and the Institute of Psychiatry. In addition, there are more than 100 outreach clinics, hospital/health system affiliations, and telehealth sites. U.S. News & World Report placed us among the top one percent of all American hospitals, with 11 specialties in the top 50. The MUSC Medical Center is also one of only three Magnet designated hospitals in South Carolina.