UNIV - Administrative Coordinator - Department of Ophthalmology

UNIV
- Administrative Coordinator I
- Department of Ophthalmology

Charleston, South Carolina

Administrative, Operations, Program, & Project Management

Business Operations

Full Time

University (UNIV)

Replace an administrative assistant in a busy Ophthalmology clinic. Each team member supports four full time providers.

Entity:
Medical University of South Carolina (MUSC
- Univ)

Worker Type:
Employee

Worker Sub-Type:
Classified

Cost Center: CC000988 COM Ophthalmology CC

Pay Rate Type:
Hourly

Pay Grade:
University-GEN
07

Pay Range: 40,086.

- 68,136.000

Scheduled Weekly

Hours:

40

Work Shift:

Job Description

Job Duties:

20% – Clinic and Schedule Management

• Provide direct administrative support to multiple sub-specialist physicians, for the Department of Ophthalmology, maintaining full engagement with each specialty.
• Support future onboarding and training of new hires.
• Review clinic schedules one week and three business days in advance to identify mis-scheduled patients, template inconsistencies, or issues.
• Notify patients of mis-scheduled appointments and assist with appropriate rescheduling to ensure timely access to care.
• Manage physician clinic templates, including template changes, frozen minutes, and overbook approvals.
• Ensure held frozen clinic minutes remain under 30 minutes per month.
• Prepare, submit, and track all clinic change requests to ensure timely review and approval.
• Coordinate clinic cancellations, ensuring all cancellations are requested and finalized at least 45 days in advance.
• Review schedules against the Master Schedule to prevent scheduling conflicts and errors.
• Serve as the liaison between physicians, scheduling teams, and clinic staff to optimize clinic efficiency and patient flow.
• Independently perform routine and complex administrative duties using discretion, tact, and minimal supervisory assistance

20% – EPIC In Basket and Patient Communication

• Monitor and manage EPIC In Basket messages, including phone messages, staff messages, CC'd charts, patient advice notifications.
• Ensure all incoming phone messages, both direct and EPIC-based, are addressed within one to two business days.
• Document all patient communication attempts in EPIC using telephone encounters.
• Make a minimum of two documented attempts to reach patients when follow-up is required.
• Handle all patient phone calls professionally and courteously, ensuring timely follow-through to resolution.

15% – Cataract Referral Queue and Scheduling

• Actively monitor and sign into the Cataract Referral Queue to answer patient calls and schedule new cataract consultation appointments.
• Ensure all cataract-related calls received during business hours are answered on the same business day.
• Respond to after-hours cataract calls on the following business day.

15% – Procedure and Financial Coordination

• Schedule all in-office procedures for assigned physicians.
• Notify patients of any applicable elective or out-of-pocket fees prior to procedures.
• Accurately log elective fee information in the designated elective surgery Excel tracking tool for Financial Counseling review and collection.
• Coordinate with Referral and Financial teams to ensure all referrals, authorizations, and financial clearances are in place prior to procedures.
• Communicate with revenue cycle teams regarding elective services, billing inquiries, and payment concerns.
• Support Financial Assistance Program (FAP) and Coordination of Benefits (COB) processes as applicable.

10% – Operating Room and Interdepartmental Coordination

• Collaborate closely with Operating Room scheduling teams to resolve scheduling conflicts and optimize OR utilization.
• Partner with physicians, residents, faculty, clinical staff, and administrative leadership to support clinical operations and patient care initiatives.

10% – Correspondence and…