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University of Rochester Physician Support Spec - 224151 in Rochester, New York

Physician Support Spec

Job ID



Medical Faculty Group

Full/Part Time


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Full Time 40 hours Grade 009 Pediatric Surgery


Age Specific: Pediatric level


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


Patient Scheduling and Coordination of Care 40%

(20%) 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. Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioners. Using the Cadence and eRecord systems.

(20%) 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 Pediatric Surgery. Works regularly with URMC and GCH patient registration and clinical information systems. Obtaining authorizations for the clinic, procedures and surgeries.

Time and Calendar Management (10%)

Effectively balances competing demands of surgeon and APP time by managing calendar, including all clinical activity, administrative meetings, research, education and academic commitments.

Document and Information Management (25%)

Coordinates maintenance of patient records, including office charts, documentation for billing, completion/submission of documents regarding patient care and insurance. Transcribes, proofreads, and ensures accuracy and timeliness of all written materials, including medical reports and correspondence, and business correspondence. Demonstrates knowledge of medical terminology, word processing, spreadsheets, and presentation software. Researches hospital medical records for information requested by physicians, insurance companies and attorneys. Scanning patient information into the records via OnBase system.

Practice Site Coordination (5%)

Serves as primary contact for management of all practice locations making sure that space is clean and orderly. Ensures compliance with all applicable regulations and Medical Center policies. Interfaces with front desk staff at all locations to coordinate scheduling.

Billing/Financial Management 10%

Obtains authorizations and pre-verifies insurance. Performs all front-end billing functions for surgical pediatric group(s) and ensures these functions are performed in an accurate and timely manner. Functional knowledge of ICD10 coding, insurance company referrals/precertification, worker’s compensation and demographic information.

Other Office Management 10%

Coordinates work with nurse practitioner(s). Manages all incoming mail for surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed up appropriately. Manages routing 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 within the division, off-site practice location, and within the department when requested.

Other duties as assigned.


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. Excellent interpersonal skills, customer service skills and organizational skills required. Working knowledge of word processing and spreadsheet applications required. Experience in medical office setting preferred. .eRecord, Cadence and medical terminology preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled