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University of Rochester Physician Support Spec - 218435 in Rochester, New York

Physician Support Spec

Job ID



Strong Memorial Hospital

Full/Part Time


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Full Time 40 hours Grade 009 Radiation Oncology SMH


8 AM-4:30 PM


Position Summary:

A Physician Support Specialist, under the direction of the Chairman, Administrator and/or Clinical Coordinator works with considerable independence. Assumes responsibility for efficient operations and oversight of clerical operations and integration of staff functions. Provides back-up support during clerical staff absences. Serves as primary assistant to the assigned physician. Supporting patient related activities and services.


Administrative Support

  • Manages calendar for assigned physicians for patient appointments and meetings. Enters appropriate appointments into the IDX Flowcast scheduling system.

  • Coordinates and performs clerical activities and other support services for the assigned physicians, resident, nurses, etc. on the assigned physicians' service. Responsible for all correspondence for the service.

  • Obtains prior authorization from insurance companies for all special procedures, treatments and scans as needed.

  • Handles all incoming and outgoing telephone calls for assigned physicians and any other physicians or administrative telephone coverage as needed. Provide coverage for other clerical staff.

  • Composes and types non-routine correspondence for approval and signature.

  • Filling out demographic information for all patient forms for signature by attending.

  • Maintains an in-depth understanding of various institutional appointment systems and department calendars.

  • Takes initiative to maintain close control of appointment scheduling functions and has authority to change as needed.

  • Create, maintain and update masters and daily schedule templates for their provider. Coordinates division and physician specific appointment wait list.

  • Coordinate multiple schedules and monitor for change in availability, bump list and re-scheduling appointments.

  • Manages division/department physician appointment calendars and physician schedules, making independent decisions to facilitate most efficient use of physician's time to meet patient requests.

  • Develops routine and complex appointment reports utilizing multiple sources.

  • Scheduling appointment for assigned service - consults, follow-ups, in IDX Flowcast scheduling system.

  • Scheduling and arranging tests for patients- blood work, CT, MRI. echocardiograms etc.

  • Obtain new patient information. Making sure all outside information is scanned and the EMR is complete prior to physician seeing patient. Prepares EMR for consults and follow up appointments.

  • Requesting film CD's for patient appointments and picking them up as needed and having them loaded into the University Stentor system.

  • Referring patients to other physician's offices and sending appropriate information.

  • Coordination of special procedures with specialists.

  • Plan meetings, arranges rooms for Team Meetings as well as Physician Conferences.

  • Plans and makes all administrative arrangements for meetings, faculty and staff recruitment and special events, including meeting facilities, equipment, travel, lodging and meals and assists in preparation of program literature and coordinates with service departments of the University

  • Participates in team and staff meetings as an integral member of a collaborative team to improve efficient delivery of quality health care to patients; makes recommendations and assists in implementing and evaluating those recommendations agreed upon by the staff.

  • Retrieving, sorting, and delivering mail for assigned services. Opening and date stamping assigned physician mail daily. Attending weekly team meetings and taking minutes.

  • Processing record requests following the University and Federal HIPAA guidelines.

  • Maintain proper ICD9 codes in Flowcast.

  • Maintain all encounter forms and insure that all forms and charges are reconciled as applicable.

  • Cross coverage for other physician's clerical staff for vacation, sick, etc.

  • Provides backup support for other staff and provides clinical secretarial and reception coverage during staff absences.

  • Provides training to other clerical staff on all aspects of department-specific work including orientation, registration, pre-verification of insurance, referral management.

  • Operates, maintain, troubleshoots and teaches others in the use of standard and complex office equipment.

  • Mav supervise other clerical assistants with administrative approval.

  • Demonstrates Advanced Competence at all Out Access Specialist roles/responsibilities while role modeling the ICARE behaviors.

  • Identifies ways to reduce follow-up, repetitive or corrective work.

  • Answers questions within realm of responsibility; directs other questions to administrator appropriately.

  • Maintains in-depth knowledge of telecommunications support systems.

Clinic Responsibilities

  • Proficient in activities of co-pay collection, daily balancing of all transactions taken, and customer service.

  • Registration verification done for all patient visits accurately.

  • Serves as problem solver and focal point for handling complaints.

  • Posts charges and reconciliation of area charges as applicable.

  • Coordinate multiple schedules and monitor for change in availability, bump list and re-scheduling appointments

  • Takes action and ownership in solving scheduling problems while exhibiting sound judgment and realistic understanding of the issue/problem; uses patience and understanding when dealing with patients.


Associate’s degree in Medical, Secretarial or related field and a minimum of three 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. Previous experience in a patient care setting preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled