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University of Rochester Physician Support Spec - 228162 in Rochester, New York

Physician Support Spec Job ID 228162

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 CVSL Outpatient ACG & CC


8 AM-4:30 PM



Under the general supervision of the Program Administrator and Medical Director, independently coordinates the intake of patient referrals and evaluation of patients being considered for advanced heart failure therapies. This position represents the Advanced Heart Failure Program across a wide regional area of New York State. This includes communicating with internal and external customers including primary care and referring physicians, obtaining referral information and insurance pre-authorizations, scheduling consults, tests, and procedures including coordination of support staff and resources. Orient chronically ill patients and family members to the advanced heart failure evaluation process; provide information and make arrangements for transportation, lodging and other needs customized to the individual patient and family. Using knowledge of federal regulations pertaining to heart transplantation, independently manages clinical data and identifies the appropriate database repository based on patient diagnosis and treatment plan. Specialized databases include ERecord, the Organ Transplant Tracking Record (OTTR) and the United Network for Organ Sharing (UNOS/UNET). Participates in meetings as required for regulatory compliance, as well as, quality assurance initiatives. Triages phone calls and documents in appropriate database.


General assignment of tasks by the Program Administrator, lead physician support specialist and the Nurse Practitioners. Provide training and work flow management for student assistants working in the office.


Standard office equipment including telephone, copier, FAX machine, calculator and IBM-compatible computer with MS Office (Schedule+ and E-Mail), and MS Word.


Scheduling Management

45% Independently identifies appropriate scheduling protocol for evaluation of advanced heart failure patients; establishing sequence of appointments and coordination of multidisciplinary resources (cardiology, nursing, dieticians, diagnostic testing, social workers and surgeons) Coordinate overnight accommodation and transportation arrangements as needed. Independently coordinates follow-up appointments with Transplant Coordinator; schedules any required ancillary tests and laboratory studies as clinical need determines. Facilitates hospital admissions as necessary.


20% Triage incoming calls, determining the appropriate resource for clinical responses and completing follow-up communication with caller. Using established protocols, manage routine requests for prescription renewals.

10% Communicate scheduling sequence to patients, providers and referring physicians. Orient patients to the evaluation process; provide new patient packet and teaching materials personalized to patient needs. Provide patients with test explanations and instructions for special preparation. Update referring physician with evaluation plan and status.

5% Obtain medical records as requested by the provider team in order to facilitate intake and evaluation process.

5% Obtain insurance pre-authorization for each visit working collaboratively with transplant financial counselors, procedures, and ancillary tests. Assist patients in resolving insurance issues.

5% Responsible for providing informed consent documents to patients undergoing heart transplant evaluation, as required by CMS, and documenting actions in OTTR. Responsible for regulatory documentation as required by each regulatory agency.

Data Management

10% Primarily responsible for entry and management of data in multiple specialized databases. Independently creates schedules and builds/updates clinical and detailed demographic information in eRecord, OTTR and on the transplant calendar. To optimize continuity of care, insure accurate and complete data entry by independently extracting demographic and detailed clinical data from existing internal and external sources, as required for entry in the appropriate database. Document each patient encounter (phone call, ancillary test/lab results, in-patient or out-patient clinical evaluation, medications, infection management) to maximize patient care and ensure full compliance with regulatory agencies. In each database, maintain clinical and demographic information by independently extracting data from existing records, as well as from patient and provider’s correspondence and voice messages. Ensure databases reflect current status, demographics, and on-going evaluation actions.

Performs cross coverage of necessary administrative support tasks with in program clinical office. Miscellaneous duties and special projects 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. Demonstrated customer relations skills. Working knowledge of eRecord scheduling system and proficiency in computerized databases and MS Office suite, including EXCEL spreadsheet program preferred. Experience in cardiology and/or transplantation a plus. Demonstrated ability to work independently with minimal direction and ability to multitask highly preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled