Administrative Coordinator for Transplant Surgery

2 weeks ago

Syracuse, New York, United States Upstate University Hospital Full time
Job Summary:

We are seeking an experienced Administrative Specialist to join our Transplant Service team at Upstate University Hospital. The successful candidate will be responsible for coordinating OR surgical cases for transplant surgeons, scheduling procedures, and ensuring seamless communication between teams.

Key Responsibilities:
  • Coordinate OR surgical cases for transplant surgeons, including scheduling procedures and ensuring all necessary documentation is complete.
  • Schedule procedures into EPIC and coordinate pre-admission testing and anesthesia linked appointments.
  • Work with the billing office to ensure referrals and authorizations are obtained and documentation is completed via EPIC.
  • Obtain authorization for clinic procedures, insurance verification, and maintain referrals work queue and EPIC depot.
  • Responsible for live scheduling patients for surgery while at clinic consults.
  • Provide patient preparation documentation, including bowel prep instructions, anesthesia instructions, medication instructions, and pre and post-op details.
  • Answer the telephone, taking accurate messages and transferring calls to appropriate staff.
  • Maintain provider schedules and adjust templates as needed.
  • Assist with scheduling follow-up appointments in the outpatient practice as requested by the procedure practice.
  • Responsible for chart preparation in the EMR system, reviewing patient orders, and ensuring all pertinent information is available for the provider prior to surgery.
  • Access to PACS System and HealtheConnections.
  • Responsible for sending written correspondence for procedure appointment changes.
  • Schedule outside services as requested by the physician for the patient.
  • Responsible for reviewing the procedural schedule to ensure it is appropriate regarding the time allotted for each procedure to decrease patient wait time and utilize the physician's time efficiently.
  • Responsible for assisting with processing all procedural schedule changes and communicating with physicians regarding schedules.
  • Responsible for all documentation for reimbursement payments to grants, divisions, and department.
  • Responsible for itineraries and guidance for speakers attending Grand Rounds and M&M education conferences.
  • Responsible for arranging travel and accommodations for surgeon travel to conferences, education meetings, etc.
  • Responsible for correlating all meetings on Outlook calendars for surgeon.
  • Communication with clinic and administrative assistants to create a professional and balanced schedule for the surgeon.
Requirements:
  • Associates Degree or pertinent college-level courses and three years of administrative/office management experience.
  • Will consider equivalent combination of education and experience.
Benefits:

Our benefits package includes health, dental, and vision insurance, eligibility for employer 401k funding after 1 year, tuition reimbursement, generous paid time off, including vacation and personal time, paid sick leave, holidays, and floating holidays.

Please note the salary information shown is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as internal equity, market, and business considerations.

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