Administrative Coordinator III

Rochester, NY

GENERAL PURPOSE:

Serves as the Department of Family Medicine’s primary liaison to the UR Office of Academic Affairs, Shared Services, and Primary Care Network for activities related to faculty appointments, privileging and credentialing. Assumes responsibility for credentialing all incoming and existing DFM/HFM clinicians. Develops contacts and relationships with payers to ensure timely processing for clinician credentialing. Responsible for tracking new and existing physician faculty and nurse practitioner credentials including privileges. Working with the Vice Chair and the Chair, coordinates processes with the Office of Academic Affairs for faculty appointments, reappointments, and promotions for a large academic department with > 200 current/active faculty. Assists in the tracking and completion of faculty performance evaluations. Maintains a high level of communication with Chair, Vice Chair, and Sr. Program Administrator and outstanding communication and representation of the DFM to entities within and external to URMC. Embraces and actively promotes an inclusive and equitable work environment.

RESPONSIBILITIES:

Clinician Credentialing:

Manages the coordination of processing new faculty and reappointment of faculty that is necessary for hospital privileging and billing credentialing for URMFG / DFM Faculty, Preceptors, Fellows and Nurse Practitioners. Manages the DFM Liaison to the Dean’s Office, Patient Financial Services Manager, and PCBS to coordinate this information.

  • Assists the Medical Staff Office and Primary Care Office with collection of application paperwork, credentialing information and faculty documentation

  • Organizes and maintains a tracking database for faculty which will include pertinent information relevant to each HFM clinician’s reappointment dates/updates, licensing, DEA, NPI, CAQH, Board Certifications, and any other requirements necessary to maintain their licenses and privileges. Updates electronic databases and dept. files to reflect on-going changes. Provides routine status reports to Chair and Department Administrator.

  • Helps to coordinate the hospital orientation for new employees

  • Maintains faculty and NP clinician files and current database of faculty and NP information (license numbers, demographic information, education information, appointment dates, etc.)

  • Oversees tracking of CME, DEA and NYS licensing renewals; advises Department Administrator of compliance concerns.

  • Ensures that malpractice is setup for clinicians prior to seeing patients, and maintains updates. Routinely reports malpractice compliance to Chair and Department Administrator.

  • Ensures all credentialing packets are submitted timely for new-hire faculty, fellows, NP’s as well as any new insurance applications needed for billing purposes. Tracks and follows up on submissions to the insurance companies.

  • Organizes and assists with completion of paperwork necessary for faculty changes, such as: hospital privileges/DOP’s, billing credentialing, appointment/reappointment,

  • Coordinates the annual processing of the 784 Medicaid Forms, ensuring clinician signatures, notarization, database entry and tracking.

  • Manages the semi-annual Medicare effort tracking of all HFM clinicians, ensuring timely submission.

  • Annually teaches R-3’s about the state licensing and credentialing requirements. Prepares and distributes binders with pertinent information for each resident

Faculty Appointments, Reappointments, and Promotions

  • Assumes responsibility for managing the Department of Family Medicine paperwork process necessary for new faculty appointments, reappointments, promotions and terminations.

  • Administer and oversee the faculty annual review process, including but not limited to, establishing a schedule for faculty completion, meetings with senior leadership, assistance and collection of relevant paperwork, including peer evaluation and self-evaluations, and maintain professional discretion with this confidential information.

Working closely with the Office of Academic Affairs and Department Vice Chair:

  • manages all submissions for new faculty appointments, reappointments, promotions and terminations; currently > 200 active DFM physician faculty

  • serves as a liaison between the Department of Family Medicine and other departments in securing necessary sign-offs for reappointments

  • communicates regularly with the Department Chair, Associate Chair and Administrator concerning recruitment of new physicians, researchers, NPs

  • Supervise Contract renewal & modification process – Manage all functions of faculty contracts, renewals and modification agreements, from creation through sign-off and distribution

Human Resource Management

  • Processes timekeeping in HRMS system.

  • Generation of distribution / change forms (500, 510, 610)

  • Facilitation of I9 forms

Coordination with Revenue Cycle/Billing Support

  • Resolve enrollment claim issues presented by billing staff

  • Communicate with Hospital leadership & AHP as needed related to Article 28 sites, acquisitions and onboarding clinicians

  • Work with Centralized Enrollment department to access and appeal clinician enrollment dates, as needed

  • Assist in facilitating all Medicare and Medicaid revalidation; Medicare time studies

  • Notification to MSO, systems and billing team of termed clinicians

  • Understand and navigate both HH and SMH systems (e.g. HR, mandatories)

Administrative support to the Vice Chair of Family Medicine and Management Team

  • Makes administrative arrangements for meetings. Proactively assists with planning, scheduling, preparing materials, setting and sending agendas, sending reminders, taking minutes and distributing, setting up meeting location, support for presentations and publications, refreshments, survey or solicitation of meeting feedback, cleanup. May pickup/take applicants, visitors, speakers from/to the airport, hospitals, and hotels.

  • Assists with Vice Chair’s Writing Seminar, FSM Seminar sessions, faculty development by preparing materials and tracking attendance.

  • Assists the Manager of Quality and Innovation and Residency Administrator as needed for support with scheduling meetings, agendas, minutes, etc.

  • Provides backup support to the Executive Administrative Assistant and other secretarial staff as needed.

Other duties as assigned.

QUALIFICATIONS:

Required:

  • Associates degree preferred. Experience may be substituted for educational requirements on a year-for-year basis.

  • Position requires excellent human relations and communication skills. Expertise in using Microsoft Office, Outlook, Excel and Word. Minimum of 3 years of secretarial skills.

  • Excellent human relations and communication skills and hands-on approach. Requires the ability to tend to detail while in a busy atmosphere. Realizes the need for confidentiality of patient information, Chair’s needs and diplomacy. Must be a self-starter with a strong work ethic, ability to prioritize, and demonstrate strong organizational skills. Demonstrated skill in understanding of cultural differences. Ability to cultivate and develop inclusive and equitable working relationships with patients, learners, faculty, staff and community members. Candidate must also have a professional, polished demeanor as a key representative of the Department.

  • Notary Public Certification (current or may obtain within 6 months of employment start date).

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $18.10 - $25.35 Hourly

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.

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Location: School of Medicine & Dentistry
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