Physician Support Rep III

Rochester, NY



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

Age Specific Competency : Adolescent, Adult and Geriatric


Patient/Surgery Scheduling and Coordination of Care 45%

  • 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. Obtains authorizations and pre-verifies insurance.

  • Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioner(s).

  • 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 Surgery.

  • Works regularly on URMC patient registration and clinical information systems.

Time and Calendar Management 40%

  • Serves as primary contact for provider(s). Manages provider(s) calendar, prioritizes appointments and meetings based on provider preferences. Chooses and recommends among competing demands.

  • Examines the clinical schedule(s) on a continuous basis to identify opportunities for optimizing the time and effort of providers. Finds missing orders and pends them for review and approval. Anticipates needs of insurance companies by gathering all necessary information for referrals and prior authorizations.

  • Applies provider preferences and protocols in selecting from multiple possibilities to execute and/or delegate follow up actions based on provider’s patient notes.

  • Frequently composes, edits and obtains signatures for non-routine letters of correspondence related to appeals on denied claims. This includes compiling all necessary information and drafts for provider signature.

  • Manages provider(s) documentation and information. Composes and types non routine correspondence providing factual information.

  • Arranges travel, conference registration and hotel accommodations. Interfaces with organizations, hospitals and others to facilitate invited lectures and speaking engagements for the provider.

  • Researches hospital medical records for information requested by physicians, insurance companies and attorneys.

Other Office Management 10%

  • Coordinates work with nurse practitioner(s).

  • Manages all incoming mail for al surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed-up appropriately.

  • Manages routine supplies and ensures expenses, including physician dues, fees and related practice expenses, are reimbursed appropriately.

  • Maintains database to track expenses and payments.

  • 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 with the division, offsite practice location, and within the Department when requested; research duties as requested.

5% Other projects and job duties as assigned.


  • High School Diploma and Minimum of 2 years of relevant experience required; or an equivalent combination of education and experience. Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred. Demonstrated customer relations skills.

  • Ability to travel to off-site locations when needed.

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: $ 18.89 - $ 25.51 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
Full/Part Time: Full-Time