Administrative Support Specialist

4 weeks ago

Philadelphia, Pennsylvania, United States Pennsylvania Medicine Full time

Penn Medicine is committed to our mission of delivering exceptional patient care, pioneering research, and training the next generation of medical professionals. Collaborating with leading experts across various fields is a hallmark of our esteemed academic medical center.

At Penn Medicine, every day presents an opportunity for breakthroughs in healthcare. Our dedicated team members contribute to healing, providing hope, and offering comfort. Are you ready to make a difference in your career?

Entity: Clinical Practices of University of Pennsylvania (CPUP)

Department: Derm Pathology

Hours: Per Departmental Needs - Full Time

Key Responsibilities:

  • Accurately manage telephone communications, ensuring timely message delivery to the relevant pathologist. Address patient and physician inquiries via various channels including phone, fax, and mail.
  • Facilitate the retrieval and dispatch of slides, reports, and messages to pathologists promptly, while providing backup support to colleagues as needed.
  • Conduct morning special stain entries and maintain organized records.
Core Duties:
  • Provide exemplary customer service when answering calls and addressing requests from patients and referring physicians.
  • Respond to written communications from patients and referring physician offices with professionalism.
  • Independently troubleshoot and resolve issues as they arise.
  • Ensure all requests are addressed promptly and accurately, following up to confirm completion and communicating any issues to relevant parties.
  • Send requested reports to referring physicians via fax or mail as necessary.
  • Deliver slides to in-house medical professionals efficiently.
  • Assist pathologists with special requests and handle slide and report preparation as directed.
  • Review and generate reports and slides for external physicians, ensuring timely corrections and proper mailing.
  • Maintain filing systems for reports and slides, ensuring easy retrieval.
  • Oversee the distribution of pathology reports through various channels, including mail and electronic medical records.
  • Investigate pending cases and collaborate with management to address incomplete items.
  • Adhere to directives and perform additional tasks as assigned by supervisors and physicians.
  • Keep colleagues and management informed of ongoing tasks and pending items.
  • Serve as a backup for special stain clerical duties and slide filing.
  • Input pathology codes accurately into the system.
  • Perform all duties in alignment with Penn Medicine's values, policies, and procedures.
  • Engage in other responsibilities as required to support the unit and department.
Qualifications:
  • High School Diploma or GED and a minimum of 1 year of advanced clerical or secretarial experience in an office environment is required.
At Penn Medicine, we believe that exceptional care for our patients begins with the well-being of our employees. Our comprehensive benefits program is designed to support the health and wellness of our team members. Together, we are dedicated to advancing medical knowledge and improving lives.

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