Administrative Services Coordinator CPUP - Cardiac Electrophysiology

Job Title

The Administrative Services Coordinator for the Director of the Electrophysiology Program at HUP is responsible for supporting a heavy volume clinical practice.

Summary

The Administrative Coordinator manages routine office administrative functions, as well as provides high-level programmatic support as needed. This position is an advancement for an Administrative Assistant that is looking for the next step in his/her career that likes complexity and high work volume.

Responsibilities

• Oversight and Lead Responsibilities
• Independently owns, prioritizes and initiates implementation of assigned work functions
• Serves a point of escalation for Admin Services team
• Participates in and supports select projects to be determined by leadership
• Evaluates and manages workload distribution of the Admin Services staff
• May assist with recruitment, onboarding, performance evaluations and performance management of Admin Services staff per practice needs
• Clinical Duties
• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances
• Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed
• Ensures diagnostic testing and other evaluations are completed before visit if applicable
• Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary
• traveling to clinic location if applicable
• Schedules required procedures and OR/Lab for patients at provider’s direction
• Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages
• Responsible for the timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure
• Processes medication refill requests, triaging to appropriate clinical staff
• Schedules tests, procedures, and other clinical follow-up services as requested by the providers
• Completes medical records requests
• Handles all patient correspondence, including myPennMedicine messages
• Admin Duties
• Answers and screens all phone calls and patient inquiries
• Takes appropriate messages/delegate to appropriate staff
• Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours
• Maintains physician Epic template
• Attends and take minutes in meetings when necessary
• Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses
• Updates CVs in FEDs
• Create/Edit and distribute letters per attending physician direction
• Schedules visits for visiting scholars
• Schedules visits and interview schedule for the recruitment of faculty
• On Call Schedule Management with the ability to enter and make changes to the call schedule in appropriate system, Qgenda, etc
• Billing Duties
• Use the correct CPT code for scheduling procedures/surgeries/admissions and link correct primary diagnosis
• Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals
• Ensures all pre-registration items are completed to allow for timely and complete billing
• Research Related Responsibilities
• Interact with individuals/patients associated with clinical trials as well as supply information to patients enrolled in these studies
• Schedule follow up studies as directed by the trial protocol
• Coordinate submission and approval of journal articles, manuscripts and permissions as directed
• Special Projects
• Training of staff and mentoring new team members
• Update of procedural manual
• Special assignments in regards to fellowship etc
• Subject Matter Expert in specific area(s)
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

Qualifications

• H.S. Diploma/GED (Required)
• 5+ years Medical office experience, or 5 years of customer service experience
• Related clinical office experience required
• Prior customer service or insurance verification experience in a healthcare setting preferred
• A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience
• Bachelor of Arts or Science (preferred)

Skills

• Technical Savvy
• High Organizational Skills
• Excellent Communication Skills
• Follow Through
• Critical Thinking
• Leadership Capabilities
• Heavy Call Volume Practice
• Ability to Cross Cover Additional Physicians in the Practice
• Travel Arrangements and Expense Reports
• Office Administrative Functions
• Programmatic Support
• Medical Office Experience
• Customer Service Experience
• Insurance Verification Experience
• Preparation of Letters
• Coordination of Visits
• Research and Trial Protocol Management
• Special Projects and Training
• Subject Matter Expertise