Physician Support Spec

Rochester, NY


With minimal direction and considerable latitude for independent judgment, the CCW Division PSS performs complex secretarial and administrative duties in a fast-paced environment in support of numerous clinical, educational, and academic programs. Responsibilities including but not limited to: master schedule/template builds and edits, referral management, screening new patients, managing phones, coordination of patient care and information/data support, scheduling follow-up visits, and responding to patient phone calls and MyChart appointment requests. Works closely with other CCW PSS’s to ensure optimal coverage for all CCW clinics and programs.


  • Referral Management: With training and ongoing administrative and clinical support, manage referrals (emails, faxes, in-baskets, voicemails and WQ) and ensure patients are scheduled with the appropriate clinic and clinician. Schedule intakes, follow-ups, reschedule cancellations, create and manage new patient paperwork and prior authorizations.

  • eRecord Task Management : builds templates, manages schedule edits and prioritizes appointments and meetings based on clinician preferences. Chooses and recommends among competing demands. Ensures compliance with URMC, Department and Division policies and targets regarding clinician utilization (bookable time) and productivity (appointment completion rates). Provides detailed reports/feedback to management and leadership when prompted about data available in eRecord. Schedules, reschedules, manages in-baskets/pools, works bump lists, sends questionnaires, and specializes in other eRecord functions that support the services offered across the division.

  • Direct patient support : respond to patient phone calls for numerous programs and triage appropriately when needed to nursing, crisis line, or treating clinician. Assists with completion of disability paperwork.

  • Assembles, from multiple tabs within the electronic medical record, the necessary details, for review and inclusion when completing disability paperwork. (heavily concentrated on EAP, BHP and UMHP), MyChart correspondence, screening patients, etc.

  • Other PSS duties: With training and ongoing clinician support, Notify clinicians of any records requests and assist in corresponding with other medical offices, insurers, and attorney and other partners.

  • Outlook calendar management for clinic directors, needs of insurance companies by gathering all necessary information for referrals and prior authorizations. Enforce clinic late arrival and no-show policies; send warning and discharge letters when appropriate. Provide training for new PSSs.

  • Provide support and refresher education to colleagues as requested. Support any front-end operations as they arise.


  • High School Diploma required

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

  • Medical terminology preferred

  • Experience with appointment scheduling software and EMRs preferred

  • Calendar management preferred

  • Strong interpersonal communication skills required

  • Strong organizational and time management skills required

  • Dedication to supporting delivery of compassionate and high-quality patient care required

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: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Psychiatry SMH Ambulatory Svcs
Schedule: 10:00 AM-6:30 PM