Physician Support Rep III

Rochester, NY


Position Summary:

Performs secretarial and administrative duties in support of the clinical and educational programs for the Vascular Surgery Division. Will be responsible for all clinic preparation, including but not limited to, activities associated with provider calendaring, patient scheduling, coordinating patient care and the flow of patient information for the optimization of patient outcomes. Monitors and ensures all functions in the ambulatory setting are completed in an accurate, efficient, and customer friendly manner. Assists the Practice Manager and division Administrator operationally working as a team with all providers and staff.


Support the clinical activities of the faculty members as assigned.

  • Schedules appointments, tests, and surgeries, coordinating appointments, tests and consults in preparation for surgery or further clinical work-up

  • Serves as the point of contact for the Administrator, Practice Manager and providers.

  • Inputs and maintains provider templates, ensuring correct clinic rotations are followed.

  • Uses opening and closing templates for provider’s conference dates and time away.

  • Examines clinic schedules for opportunities to optimize time and effort to improve the patient experience and increase productivity.

  • Researches eRecord and other databases and/or files for accurate patient scheduling information, ensuring all relevant appointments are scheduled and diagnostic imaging results scheduled and received.

  • Using independent judgment, researches and responds to incoming phone calls, routing calls when appropriate and/or taking detailed messages for providers, practice manager and/or division administrator.

  • Conducts follow up phone calls to patients on behalf of the providers, APPs and practice manager; and reschedules no shows and bumped patients.

Administrative support for the Director and Administrator

  • Uses the phone answering system (ACD) to monitor/answer incoming calls to the Division main line for physician-practice business related issues.

  • Performs triage on incoming calls to determine what action can be taken at the time of the call, what calls should be transferred to another area, and what calls should be forwarded to a physician.

  • Communicates with Division Administrator regarding operational issues, practice concerns, and quality assurance matters.

  • Attends departmental meetings for training purposes or participation in addressing a specific operational issue.

  • Manages eRecord pool messages, documenting actions in patient charts as appropriate

  • Prioritizes orders through eRecord work-queues and clerical pool messages. These include performing tasks such as queuing medication refills, managing release of information requests, referrals, etc.

  • As needed for cross coverage support, performs check-in & check out functions during clinic time for all providers.

  • Responsible for the accurate and complete registration of all patients.

  • Books return clinic visits, optimizing provider schedules, process provider requests, scheduling for specialty clinics.

  • Performs other duties as assigned.


  • High School Diploma and Minimum of 2 years of relevant experience required

  • Or equivalent combination of education and experience required

  • Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records preferred. Demonstrated customer service skills preferred.

  • Demonstrated customer service skills required.

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: $19.08 - $25.77 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: Medical Faculty Group
Full/Part Time: Full-Time