The Department of Surgery float position will provide critical support to patient care areas in the event of absences, vacancies, and unexpected call-ins. The Physician Support Specialist (PSS) float will perform complex secretarial and administrative duties in a variety of clinical areas (ambulatory office practices) with minimal direction and considerable latitude for independent judgment. The float PSS will receive training in all of Surgery’s ambulatory practice areas and will have access to eRecord and other systems enabling them to receive and check in patients for their clinic appointments; make preparations for clinics; manage providers’ time and calendars; optimize provider patient schedules; coordinate patient care and information/data support.
The float PSS will require a high level of independence and a broad based knowledge and skillset to move seamlessly across various divisions and roles. The duties and amount of effort spent on each will vary based on the needs of the assigned area.
The float PSS will provide coverage in the Department of Surgery, including but not limited to the following locations:
Divisional Offices at Medical Center Sawgrass 160 & 180 Clinic Locations
Surgery Outpatient Clinics (ACF) Strong West
Vascular Surgery at Highland
Vascular Surgery at Canal View
The following is a description of typical duties and estimated amount of effort for each:
25% Appointment/Surgery Scheduling
Schedules appointments, tests and surgeries using hospital’s information system. Coordinates ancillary appointments, tests and consults in preparation for surgery or further clinical workup. Completes any correspondence or forms involved with appointment scheduling, schedules interpreters and other outside services to meet patient’s needs (i.e., transportation). Ensures patient satisfaction with visit prior to discharge from the department. Obtains prior authorizations as needed for procedures and surgeries. Enters surgeries into Op-Time system and coordinates with appropriate operating rooms. Manages the intake of new referrals through various sources including eRecord, work queue, faxed referrals and phone calls from outside providers.
25% Telephone Management
Appropriately answers and triages incoming phone calls. Evaluates patient’s concerns and refers to physicians or other health care personnel to address. Responds to callers independently and follow-up to be sure all requests are handled in a timely fashion. Communicates medical information to patients and messages to other callers as directed by physicians, nurses and administrative staff.
20% Provider Support
Serves as primary contact for provider(s). Manages provider(s) calendar, prioritizes appointments and meetings based on provider preferences. Chooses and recommends among competing demands. Examines the clinical schedule(s) and administrative schedule on a continuous basis ensuring accuracy and reports problems to the supervisor. Arranges travel, conference registration and hotel accommodations. Manages all incoming mail for surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed up appropriately. Performs miscellaneous tasks as assigned by the Supervisor.
Greets patients and initiates a positive ambulatory experience for each patient. Identifies healthcare provider to be seen, directs patient to next destination, obtains signatures as needed (i.e. for insurance forms), identifies and takes steps to meet patients’ special needs (i.e. interpreters), monitors reception/waiting area to ensure patients’ needs are met and long waits are avoided wherever possible.
Collects and updates patient demographic and financial information in an efficient and customer oriented manner. Pulls schedules for each clinic day to verify valid insurance. Asks specific questions of patient to verify the accuracy of information to ensure a billable account is established. Collects co-pays at the time of check-in registration. Ensures proper forms are provided to the patient and provides assistance as needed to ensure completion.
Other projects and job duties as assigned.
High school diploma and a minimum of two years of relevant experience required. Or equivalent combination of education and experience.
Excellent interpersonal skills, organizational skills, attention to detail, and working knowledge of word processing and spreadsheet applications.
Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred
Experience in medical office setting required; medical terminology, experiences with surgical / appointment scheduling software and electronic medical records preferred.
Excellent customer service and communication skills, including written communication.
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: $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 Central Administration