UNIV - Administrative Assistant - Department of Ophthalmology

UNIV
- Administrative Assistant
- Department of Ophthalmology

MUSC Health – Full‑time position located in Charleston, SC.

• 20% Clinic and Schedule Management
  • Provide direct administrative support to 4–5 full‑time physicians.
  • Review clinic schedules one week and three business days in advance to identify mis‑scheduled patients or template issues.
  • Notify patients of mis‑scheduled appointments and assist with correct rescheduling.
  • Manage physician clinic templates, including template changes and overbook approvals.
  • Coordinate clinic cancellations, ensuring all cancellations are requested and finalized a minimum of 45 days in advance.
  • Release holds ahead of clinic date.
  • Review schedules against the Master schedule to avoid any scheduling errors.
  • Serve as the liaison between physicians, scheduling teams, and clinic staff to ensure clinic efficiency and access to care.
  • Independently perform other administrative duties with discretion and tact, recognizing potential problems and solving them with minimal supervision.
  • Demonstrate proficiency in departmental applications such as QGenda, CCR, EPIC, Excel trackers, and other necessary systems.
• 20% EPIC Inbox and Patient Communication
  • Monitor and manage EPIC In Basket messages, including phone messages, staff messages, CC’d charts, patient advice notifications, and referral messages.
  • Ensure all incoming phone messages are addressed within 1–2 business days.
  • Document all patient communication attempts in EPIC using a telephone encounter.
  • Make a minimum of two documented attempts to reach patients when required.
  • Handle all phone calls professionally, providing timely follow‑up through resolution.
• 15% Cataract Referral Queue and Scheduling
  • Answer patient calls in the Cataract Referral Queue 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 calls (received after 5:00 p.m.) 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.
  • Log elective fee information on the designated Excel tracking form for Financial Counseling review and collection.
  • Coordinate with Referral and Financial Counseling teams to ensure referrals, authorizations, and financial clearances are in place prior to procedures.
  • Communicate with revenue cycle teams regarding elective services, billing concerns, and payment issues.
  • Oversee and support the Financial Assistance Program (FAP) and Coordination of Benefits (COB) requests as applicable.
• 10% Operating Room and Interdepartmental Coordination
  • Work collaboratively with the Operating Room scheduling team to resolve scheduling conflicts and concerns.
  • Partner with physicians, residents, faculty, administrative leaders, and clinical teams to support clinical operations.
• 10% Correspondence and General Administrative Support
  • Handle all correspondence, including patient letters, physician requests, vacation requests, clinic cancellations, and travel itineraries.
  • Prepare and submit all required approval forms related to correspondence and scheduling.
  • Manage physicians’ calendars, office files, surgery schedules, certifications, and licensure documentation.
  • Schedule and coordinate meetings and other group activities as needed.
  • Respond to or route routine internal and external inquiries using independent judgment.
  • Perform additional administrative duties as assigned by the Department Administrator.
  • Work with community partners to schedule patients as requested and adapt to changing priorities.
  • Proactively identify potential issues and implement solutions with minimal supervisory guidance.
• 5% Cross‑Training and Coverage
  • Crosstrain in additional medical specialties to ensure continuity of operations when coverage is needed.
  • When covering for another team member, assume full responsibility for their daily duties and assigned tasks.
  • Assist with training front desk staff on clinic scheduling.
• 5% Any other duties as assigned by Administrative Supervisor or Department Administrator.

• Prior…