Physician Support Specialist
POSITION SUMMARY:
With minimal direction and considerable latitude for independent judgment, performs complex secretarial and administrative duties in a fast-paced environment in support of clinical, educational, and academic programs. Responsible for all clinic preparations, including but not limited to, providers’ time and calendar management while optimizing provider patient schedule, coordination of patient care and information/data support.
SUPERVISION AND DIRECTION RECEIVED:
Receives minimal direction from physician, mid-level providers, department head and/or administrative officer. Is responsible for independently planning, executing and evaluating own work.
SUPERVISION AND DIRECTION EXERCISED:
Directs other secretarial and clerical assistants. May train and coordinate activities of peers or support staff.
MACHINES AND EQUIPMENT USED:
Standard office equipment including computer, calculator, telephone, facsimile. Will use software for electronic medical record system, appointment scheduling system, and Operating Room scheduling system and other systems as needed.
TYPICAL DUTIES:
Physician/provider clinical support:
- Manages calendar for assigned physicians for patient appointments and meetings. Enters appropriate appointments into the eParc and Aria systems
- Coordinates and performs clerical activities and other support services for the assigned physicians, resident, nurses, etc. on the assigned physician’s service. Responsible for all correspondence for service
- Obtains prior authorization from insurance companies for special procedures, treatments and scans as needed
- Handles all incoming and outgoing telephone calls for assigned physicians and any other physicians or administrative/department telephone coverage as needed. Determines urgency of situations and takes the appropriate action or refers to appropriate staff for follow up
Prepares patient forms for provider signature by completing basic demographic sections of paperwork - Maintains an in-depth understanding of various institutional appointment systems and department calendars
- Maintains close control of MD appointment schedule and uses good judgment when making changes to schedules
- Manages division/department physician appointment calendars and physician schedules, making independent decisions to facilitate most efficient use of physician’s time to meet patient requests
- Schedules appointments, tests and imaging for patients
- Obtains new patient information, making sure all outside information is scanned into the EMR and is complete prior to physician seeing patient
- Requests film CD for patient appointments and coordinates having them uploaded into the University Stentor system
- Processes referrals placed for patients to see other offices and sends any requested information
- Coordination of special procedures with specialists as needed
- Cross cover for other PSS staff when they are absent
Reception/patient registration:
- Receives visitors, patients and/or staff members with a pleasant helpful attitude and provides information and direction
- Provides direction and assistance to patients/visitors, requiring working knowledge of departmental organization & procedures
- Registers patients upon arrival, correctly utilizing two patient identifiers
- Monitors accuracy of patient schedules
- Utilizes department and institutional scheduling systems for coordinating patient appointments and tests. Able to troubleshoot and utilize appropriate backup systems when systems go down
- Participates in resolving scheduling problems, exhibiting sound judgment and realistic understanding of the issue/problem; uses patience and understanding when dealing with patient questions/concerns
- Monitors waiting room, maintaining attention to patients wait time and offering assistance as appropriate/necessary
- Checks patients in/out for appointments in department
- Covers provider clinics in absence of OAS staff/over lunch period
QUALIFICATIONS:
- Associate’s degree in Medical, Secretarial or related field and a minimum of three years of relevant experience required; or an equivalent combination of education and experience.
- Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred.
- Demonstrated customer relations skills.
How To Apply
All applicants must apply online by clicking APPLY within this post!
EOE Minorities/Females/Protected Veterans/Disabled