Physician Support Representative III

Responsibilities

• 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 Surgical Oncology.
• 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.
  • Copies and coordinates scheduling of patients at multiple practice sites; coordinates referrals for consults.
  • Obtains patient medical records to facilitate patient care.
  • Trips telephone calls from patients and referring physicians to surgeons, residents and nurse practitioners.
  • Using the Cadence and eRecord systems.
  • Schedules appointments, tests, and surgeries, coordinating appointments, tests 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 Surgical Oncology.
  • Works regularly with patient registration and clinical information systems.
  • Obtains authorizations for the clinic, procedures and surgeries.
• Document and Information Management:
  • Coordinates maintenance of patient records, including office charts, 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.
  • Scanning patient information into the records via OnBase system.
  • Sending Endosoft reports to referring offices and primary care offices.
• 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 (surgeries, office visits and minor procedures) and pre-verifies insurance.
  • Performs all front-end billing functions for surgical oncology group(s) and ensures these functions are performed in an accurate and timely manner.
  • Functional knowledge of ICD10 coding, insurance company referrals/precertification, worker’s compensation and demographic information.
• Office Management:
  • Copies and manages all incoming mail for surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed up appropriately.
  • Copies and coordinates transfer of patient studies to and from other hospitals and physician offices.
  • Aids in department hiring processes by training incoming new secretaries or temporary secretaries when requested.
  • Functional knowledge of various office equipment.
  • Provides coverage for absences within the division, off-site practice location, and within the department when requested.
• Practice Site Coordination:
  • Serves as primary contact for management of off-site practice locations making sure that space is clean and orderly.
  • Ensures compliance with all applicable regulations and Medical Center policies.
  • Interfaces with front desk staff at off-site locations to coordinate scheduling.
  • Provides coverage as needed to offsite locations.
  • Completes check in and check out processes at the front desk.

Requirements

• High School diploma and 2 years of relevant experience required
• Or equivalent combination of education and experience

Qualifications

• Knowledge, Skills And Abilities:
  • Medical Terminology
  • Experiences with surgical/appointment scheduling software (such as Flowcast)
  • Electronic medical records (preferred)
  • Demonstrated customer relations skills