UNIV-Administrative Assistant-Stroke-Department of Neurology

Job Description Summary

Entity

Worker Type

Worker Sub-Type?

Cost Center

Pay Rate Type

Pay Grade

Pay Range

Scheduled Weekly Hours

Work Shift

Job Description

Job Description:

Provide clinical and administrative assistance for up to 4-5 full time physicians, including the Stroke Program Director, Director of MUSC Telemedicine Services, and the Clinical Stroke Program Director. Demonstrates knowledge and skills required to provide care and/or service appropriate to the level of development of patients, with consideration of the needs of patients' families. Serves as the sole provider of these support services as required. Maintain a high level of independence and briefs immediate supervisor as appropriate.

Job Duties:

• 35%: Administrative Duties: Coordinate and implement daily administrative activities for division. Deal discreetly with sensitive and confidential information. Maintain and oversee physicians' administrative, academic, clinical and research schedules and calendars. Coordinate and organize Stroke Division meetings, maintain agenda and minutes. Coordinate and organize Stroke program meetings for clinical services, maintain agenda and meeting minutes. Maintain Division Program files related CME credits, licenses, faculty recruitment applications, CV, references, correspondence and contracts. Facilitate submission of publication renewals, provider leave requests, templates, foundation requests, reimbursements of travel and entertainment expenses. Distribution of all incoming, outgoing mail, and faxes. Coordinate courier, Federal Express, DSL, UPS for clinical and research purposes. Coordinate procurement; order and maintain inventory and supplies. Coordinate the maintenance of office fax, copier, and printer equipment. Coordinate lectures, conferences, educational forums, workshops, community outreach programs, and travel arrangements within the Neuroimmunology Division.  Implement mass mailings pertinent to the Stroke Division; create letters, mail merge, collate, and mail distribution.
• 35%: Clinical- Triage incoming telephone calls and emails as they pertain to the coherency and overlap between clinical, research, and outreach components of the Stroke Division. Discuss the Stroke Program on a professional level with a variety of health care providers maintaining the public image within the University, outside sources, patients and families. Troubleshoot clinical schedules and referrals; keeping physicians informed. Coordinate and review expedited referrals with providers. Schedule appointments and coordinate visits with scheduling departments for RT and Offsite specialty clinic(s) and outside sources. Schedule diagnostic tests and other ancillary procedures and services, e.g.; MRI, labs, EKG, EEG, as directed by providers. Facilitate patient assistance programs. Maintain files on EPIC reconciliation. Obtain patient test results from outside sources and MUSC; retrieving from IDX, Oasis and EPIC. Document information in EPIC. Implement prior authorizations and denial requests according to departmental guidelines. Complete insurance disability forms (process fees), legal, certificate of medical necessity, home health and therapy orders, troubleshoot billing inquires. Ensure that all lab and tests results are signed. Scan loose paperwork pertinent to clinical information. Assist with short term clinic cancelations and rebooking of patients. Assist with building clinical templates for providers and template changes. 
• 20%: Scheduling Duties: Prepare forms for clinic cancellations for Stroke providers, to include master schedule requests and provider leave requests.  Responsible for monitoring provider bump and wait lists in EPIC; reschedule patients as needed in conjunction with provider leave time and call coverage schedules; ensure clinic schedules are blocked when needed, and that they are fully booked at all times; schedule last-minute work-ins as needed. Work directly with clinic nursing team for clinic preparation, and to ensure patients are appropriately scheduled with the Stroke program providers. Obtain referrals and other outside records on patients when needed. Responsible for making sure all patients have copies of any special testing and imaging as required by the providers to bring to their appointments. Coordinate emergent visits within department and outpatient clinics as necessary. Make appointment reminder calls to all patients.   
• 10%: Other administrative responsibilities as assigned by Division leaders and providers, and Department Administrator. Attend all neurology clinical staff meetings and department meetings as required. Provide input (suggestions / ideas / notification of problems) to supervisor regarding operations, and assist with special projects and implementation as needed. Assist in other related tasks as needed and assigned. Provide backup support to designated clinical staff when absent as outlined in the Neurology Administrative Back-up Responsibilities Guideline.     

Additional Job Description

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees