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University of Rochester Physician Support Spec - 225227 in Rochester, New York

Physician Support Spec

Job ID



Medical Faculty Group

Full/Part Time


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Part Time 20 hours Grade 009 Medicine M&D - Pallative Care




Position Summary:

With minimal direction from the Practice Manger and latitude for initiative and judgment, performs secretarial and administrative duties in support of the clinical and educational programs for the Palliative Care 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 as well as the office 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.


  • Serves as the point of contact for the Administrator, Practice Manager and providers. Examining clinic schedules for opportunities to optimize time and effort to improve the patient experience and increase productivity. Anticipates the needs of providers, insurers and key stakeholders on a continuous basis, gathering information and documentation for referrals and prior authorizations. Researches eRecord and other databases and/or files for information in support of advancing patient care as requested by providers, pharmacies, insurers and key stakeholders as permissible under regulatory policies.

  • Performs administrative and secretarial activities of the office, including but not limited to, entering provider on-call schedules, creating and maintaining tables and templates, calendaring, bereavement mailings, mail processing, monitor supply inventory in all settings, photocopying, maintaining files and office equipment and event coordination. Electronic file management including Excel and Word documents as well as document preparation and scanning for financial archiving.

  • Create customized reports for the tracking and management of data as requested by the division Administrator or Practice Manager.

  • 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.

  • Prioritize 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, perform check-in & check out functions during clinic time for all providers in Suite C. Arriving prior to the first scheduled appointment and remaining until checkout of the last appointment of each day. Responsible for the accurate and complete registration of all patients. Maintain watch over waiting room ensuring patients are comfortable and informed of wait times, notify providers of patient arrival, and if needed ushering patients into exam rooms in a timely fashion. Book return clinic visits, optimizing provider schedules, process provider request (i.e. labs, scans, specialist referrals, etc.), patient scheduling for specialty clinics, follow-up on specialized documents (i.e. death certificates).

  • Other duties as assigned in support of the overarching goals of the Palliative Care mission.


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. Bachelor’s degree preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled