Physician Support Spec

Rochester, NY


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 Acute Care /Trauma Surgery. Responsibilities include time and calendar management, telephone triaging and management, and information/data support.


Patient Scheduling and Coordination of Care

  • 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. Coordinates scheduling of patients and 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. Prepares clinics to include all information including scans and other tests prior to visit to ensure a successful clinical patient experience.

  • Works with faculty and APP’s weekly to review clinic post clinic to schedule tests, surgeries, coordinating appointments, 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 Acute Care /Trauma Surgery.

Document and Information Management

  • Coordinates maintenance of patient records, 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.

Time and Calendar Management

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

Billing/Financial Management

  • Obtains authorizations and pre-verifies insurance. Performs all front-end billing functions for surgeon’s office and ensures these functions are performed in an accurate and timely manner. Maintains functional knowledge of ICD9/ICD10 coding, insurance company referrals/precertification, worker’s compensation, MVA and demographic information.

Other Office Management

  • Coordinates work with nurse practitioner(s) and surgeon(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 training incoming new secretaries or temporary secretaries when requested. Maintains 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.


  • High School Diploma required

  • Associates degree in Medical, Secretarial, billing or related field preferred.

  • 2 years of relevant experience required; or an equivalent combination of education and experience required.


  • Medical Terminology, experiences with surgical/appointment scheduling software, and electronic medical records.

  • Excellent interpersonal skills, customer service skills and organizational skills.

  • Strong attention to detail and communication skills, including written communication.

  • Working knowledge of word processing and spreadsheet applications.

  • Experience in medical office setting preferred. eRecord, Cadence and medical terminology preferred.

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: $ 18.50 - $ 24.05 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.

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Acute Care Surgery