Administrative Secretary Surgery Scheduler

The Department of Otolaryngology – Head and Neck Surgery is a diverse Department with multiple subspecialties practicing within a larger group setting. Those specialties include Otology, Facial Plastic Surgery, Laryngology, Rhinology, General ENT, and Head and Neck Surgery and are currently spread out over three primary office locations.

This role will take responsibility for Administrative and Surgery Scheduling support for assigned faculty members within the Division of General ENT.

• In coordination with patient care team, and following physician feedback, identify appropriate time frames for surgical procedures and coordinate scheduling of procedures with patient, family members, and all other appropriate parties.
• Obtain insurance authorization for all scheduled procedures.
• Promptly post all surgical procedures into the EPIC EMR at Norfolk General Hospital.
• Proactively work with care team members to help ensure assigned faculty surgical schedules are optimized during assigned OR days and times.
• Promptly release unutilized OR time to the other ENT Department faculty.
• Coordinate co surgical procedures for faculty members with outside physician offices.
• The role is anticipated to spend 50% of time on Administrative and other support functions of the assigned faculty members.
  • Maintain outlook calendars and academic calendars for assigned faculty members.
  • Work to ensure clinically scheduled times are optimized and fully utilized.
  • Assist as the primary point of contact for assigned faculty members for various academic and research related activities.
  • Assist with travel, registration and expenses reimbursements for assigned faculty members.
  • Provide support in other areas of the Department when needed to ensure coverage.
  • Assist with other administrative needs of faculty members as requested.
  • Attend required meetings.
  • Other duties as assigned
• This position will be a backup for the front desk to assist on an as needed basis

Minimum

Qualifications and Skills:

• Experience with in a large surgical practice.
• Exceptional verbal and written communication skills.
• A firm understanding of insurance.

Preferred Qualifications:

• Ability to develop and maintain effective relationships with public, partners, customers, and co‑workers; while working cooperatively and effectively with others to achieve common goals.
• Ability to manage time and resources to ensure assignments are completed accurately and deadlines are met. Meets attendance/punctuality requirements.
• Ability to adapt to changing work environments, work priorities, and organizational needs. Takes independent action to address and resolve problems.
• Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making.
• Ability to deal with others in a direct honest manner and comply with all EVMS policies and procedure.
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis.