Physician Support Rep 3-IR Scheduling

About the role

As a community, the University of Rochester is defined by a deep commitment to Meliora – Ever Better. The values of equity, leadership, integrity, openness, respect, and accountability guide how we treat each other and ensure a welcoming environment where all can thrive.

Location & Department

601 Elmwood Ave, Rochester, New York 14642, United States – Imaging Sciences‑IR Scheduling (Department 500357).

Responsibilities

• Perform complex secretarial and administrative duties in a fast‑paced environment supporting clinical, educational, and academic programs.
• Prepare clinics, manage providers’ time and calendars, and optimize provider‑patient schedules.
• Serve as primary contact for provider(s), prioritizing appointments and meetings based on provider preferences.
• Continuously examine clinical schedules to identify opportunities for optimizing provider time and effort.
• Identify missing orders and forward them for review and approval.
• Gather necessary information for referrals and prior authorizations to anticipate insurance company needs.
• Apply provider preferences and protocols to select and delegate follow‑up actions based on patient notes.
• Compose, edit, and obtain signatures for non‑routine correspondence related to appeals on denied claims.
• Manage provider documentation and information, including non‑routine factual correspondence.
• Arrange travel, conference registration, and hotel accommodations.
• Interface with organizations, hospitals, and others to facilitate invited lectures and speaking engagements.
• Research hospital medical records for information requested by physicians, insurance companies, and attorneys.
• Determine the order of daily surgeries and ambulatory procedures based on patient condition and severity.
• Negotiate surgical/procedure schedules by communicating details to the Operating Room scheduling office and Ambulatory Surgical Center staff.
• Authorize overbooking and rearranging of surgeon’s Operating Room schedules based on case complexity and medical urgency.
• Authorize rescheduling when cancellations occur, applying surgical scheduling protocols.
• Order all necessary surgical/procedure equipment, devices, and medication per protocol; follow up to confirm fulfillment.
• Employ contingency strategies to ensure all details, materials, and locations are ready for scheduled surgeries/procedures.
• Ensure patient education and follow‑up details align with pre‑operative readiness and post‑operative rehabilitation expectations.
• Account for completeness of pre‑op testing and evaluations for anesthesiologist and Operating Room review.
• Assemble necessary EMR details for disability paperwork.
• Assess calls to understand patient needs, prioritize medical concerns, obtain provider responses, and follow up with patients.
• Serve as main point of contact for patients pre‑ and post‑operative.
• Perform other duties as assigned.

Minimum Education & Experience

• High School diploma and 2 years of relevant experience (required) or equivalent combination of education and experience.
• Medical terminology knowledge preferred.
• Experience with surgical/appointment scheduling software (e.g., Flowcast) and electronic medical records preferred.

Knowledge, Skills, and Abilities

• Demonstrated customer‑relations skills.

Pay

Compensation range: $20.30 – $27.41 per hour. Individual rates will be set within this range based on market data, education, experience, qualifications, expertise, and internal equity considerations.

Schedule

Full‑time, 40 hours per week, day shift (UR – Day). Regular time type.