UNIV- Administrative Coordinator I - Department of Medicine: Endocrinology Details

UNIV- Administrative Coordinator I - Department of Medicine: Endocrinology

Medical University of South Carolina - Charleston, SC

Employment Type : Full-Time

Serve as the Divisional Administrative Coordinator who acts as a clinical administrative support and point of contact for the Endocrine Division, Patient Access Center, outpatient clinic embedded staff and management, patient navigators, faculty, fellows, and other ancillary services. Primary responsibilities focus on providing direct support to divisional clinical providers as it relates to outpatient clinic coordination and productivity. The person holding this position will be integrated as part of the division’s clinical operations team, but also must operate with a substantial amount of autonomy and be willing to adapt to a regularly changing environment that can at times require assistance that is outside their normal responsibilities. Customer service and effective communication is a vastly important requirement as this position engages with a wide range of individuals both internally and externally.

FLSA: Hourly

Job Summary: Serve as the Divisional Administrative Coordinator who acts as a clinical administrative support and point of contact for the Endocrine Division, Patient Access Center, outpatient clinic embedded staff and management, patient navigators, faculty, fellows, and other ancillary services. Primary responsibilities focus on providing direct support to divisional clinical providers as it relates to outpatient clinic coordination and productivity.

The person holding this position will be integrated as part of the division’s clinical operations team, but also must operate with a substantial amount of autonomy and be willing to adapt to a regularly changing environment that can at times require assistance that is outside their normal responsibilities. Customer service and effective communication is a vastly important requirement as this position engages with a wide range of individuals both internally and externally.

Payscale Salary Range: UNIV-Band 5: $34,332.00 - $48,928.50 - $63,525.00 (min - mid - max)

Job Duties:

• 35% - Coordinates clinic flow for all divisional outpatient and telemedicine activities for assigned clinical providers. This responsibility requires daily coordination internally and externally to facilitate seamless communication in a regularly evolving clinical environment. Using appropriate MUSC mandated systems (i.e., Epic, Video Platform, Interfolio), specific requirements include but are not limited to: •Panel Management?As requested by leadership, review provider schedules to verify patient’s diagnosis are appropriately scheduled, patient records and required documentation are obtained, work to fill openings in schedule including last minute cancellations, etc.: o If there are openings in schedules, work through wait list, work queue list, and in basket requests to contact and manually schedule appropriate patients. o Facilitate or manually request medical records and/or images from referring providers and upload into Epic as needed. •Provide support in answering divisional phone line and working voicemail. Work daily incoming RightFax’s. •Clinic Cancellation?Work provider Leave requests including clinic cancellation in alignment with MUSC Clinic Cancellation Policy– (there must be 30 day notification); process PATH forms to open and close outpatient clinics for existing and new clinical providers. Partner with providers to anticipate vacation and conference attendance which will affect their clinic schedules. •Performs administrative functions to support the division’s ambulatory clinic activities. - (Essential)
• 25% - Coordinates process improvement and promotes provider productivity to include: •Regularly communicate with divisional providers and external services to address concerns and issues. •In collaboration with the division administration, analyze provider templates, make recommendations for improvement, implement changes, and monitor progress. •Prepare and submit PATH forms and other administrative responsibilities related to implementing templates changes and other activities. •Assist with quality improvement interventions to improve divisional metrics (ie. improve patient satisfaction, patient access, reduce same day clinic no show/cancellation rate) - (Essential)
• 20% - Coordinates divisional specialty scheduling activities (IDEAL, Transplant, MOMs, Telemedicine, Tidelands, etc.) to include facilitating: •Scheduling urgent hospital discharge appointments, new and add on clinics, and last?minute scheduling changes due to unforeseen closures. •Overbooking and special scheduling requests from providers •Special requests to review referrals that result in the need to schedule patients (open add? on clinic if necessary) and assign remaining patients to other endocrinology providers. All other scheduling activities related to both in?person and virtual visit types. - (Essential)
• 15% - Provide direct clinical and administrative support to assigned clinical providers: •Scheduling and coordinating meetings, maintaining Outlook calendars to ensure all engagements are scheduled, and communicating with assigned faculty and other team members regarding scheduling conflicts. •As requested, provide administrative support for faculty affairs such as facilitating or manually updating and/or maintaining CV’s and Interfolio, coordinating the completion of credentialing requirements (MUSC and VAMC), license renewals (ACLS, BLS, DEA, DHEC etc.), as well as academic (i.e. mandatory training) or clinical requirements (i.e. open encounters). •DMS?schedule providers for DMS and coordinate clinic cancellations; Coordinate Endocrine Inpatient Call with Simon paging system - (Essential)
• 5% - All other tasks as assigned by the Division Administrator. - (Essential)

Preferred Experience & Additional Skills:

Minimum Experience and Training Requirements: A high school diploma and four years relevant experience in business management, public administration or Administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Physical Requirements: Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/20 vision, corrected. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Must be ambidextrous. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)