UNIV - Administrative Coordinator I - Stroke - Department of Neurology

Clinic Coordination

• Coordinating clinic flow for all departmental outpatient and telemedicine appointments.
  • Daily coordination internally and externally to facilitate seamless communication in a fast-paced clinical environment.
  • Reviews providers schedules and recognizes potential problems to ensure adequate schedule density.
  • Schedules appropriate testing in accordance with provider referrals and progress notes.
  • Verifies complete medical records have been uploaded in advance of patient visit.
  • Obtains prior authorizations from insurance for out-of-state patients.
  • Maximizes utilization of clinic appointments by monitoring clinic schedules in advance.
  • Works through waitlists, work queue lists, and in basket requests and manually schedule patients.
  • Facilitates request of records and/or images from referring providers and uploads into Epic/Solarity.
  • Maintains department fax machines and RightFax requests for outside medical records.
  • Responds to patient messages and resolves issues.
• Oversees administrative functions supporting the departmental ambulatory clinic activities, including doctors, mid-level providers, fellows, and residents.
• Verifies proper leave request approvals are obtained for providers and mid-level providers, including Chair approval, for requests less than 30 days.
• Reschedules patients from cancelled clinics after approvals are obtained.
• Analyzes provider templates, recommends improvements and implements changes.
• Trains new staff members and provides backup coverage for other staff.
• Schedules urgent hospital follow-up appointments, new and add-on clinics, and last-minute scheduling changes due to unforeseen clinic closures.
• Overbooks special scheduling requests from providers regarding follow-up visits, post-test results, inter-department referrals, etc.
• Analyzes provider templates, makes recommendations, and requests changes.
• Completes various forms (FMLA, LTD, STD, DME) for continuity of patient care.
• Schedules and coordinates activities with clinical providers and staff to ensure patient messages are answered in a timely fashion and issues resolved.

Scheduling & Message Coordination

• Aid in divisional scheduling activities to include facilitating or manually managing:
• Managing and maintaining accurate provider clinic schedules in Epic, including new patient, return patient, in-person, and virtual visit types.
• Monitoring and working Epic waitlists, bump lists, and scheduling work queues to optimize clinic utilization.
• Coordinating rescheduling of patients due to provider leave, call coverage, or clinic cancellations once approvals are obtained.
• Blocking and unblocking clinic templates as directed to ensure schedules remain accurate and compliant.
• Scheduling last-minute work-ins and emergent visits in coordination with providers and clinic leadership.
• Monitoring Epic inboxes, emails, and Teams messages related to scheduling requests and patient access.
• Tracking and providing routine updates on next available new patient and return visit appointments.
• Ensuring scheduling activities are aligned with established provider templates and departmental access standards.
• Reviewing provider schedules to ensure adequate schedule density, if there are openings in schedules, work through the waitlist.
• Answering and triaging a high volume of patient and business calls and/or messages in a professional manner.
• Taking accurate information, triaging and troubleshooting patient messages, forwarding to providers for assistance.
• Follow-up as needed.
• Working collaboratively with nursing units, co-workers, and other departments/offices to optimize patient care.

Administrative Coordination

• Arranges travel for Program physicians, to include conference registration, creating materials as needed for presentations, making flight, car, and hotel arrangements, creating itineraries, gathering receipts and agendas to prep reimbursement forms for travel.
• Maintains Outlook calendars, coordinates meetings and conferences involving clinicians, investigators, clinical and research, and may be asked to keep meeting minutes.
• Schedule depositions, and communicate with Finance team for fee schedules.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including distribution.
• Coordinate all incoming and outgoing mail/faxes, including