Administrative Services Coordinator CPUP - Cardiac Electrophysiology

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Job Title:

Administrative Services Coordinator CPUP

Department:
Cardiac Electrophysiology

Location:

Hospital of the University of Pennsylvania- 3400 Spruce St (Clifton Center of Medical Breakthroughs)

Hours:

Full Time

Summary:

+ The Administrative Coordinator for the Director of the Electrophysiology Program at HUP is responsible for supporting a heavy volume clinical practice. The incumbent will provide expertise in administrative and project coordination, communications, and event management. The Administrative Coordinator is a key point of contact for important clinic operating functions such as responsible for all patient care responsibilities from scheduling patient office visits in multiple locations, coordinating and scheduling EP lab procedures, to communication back to the referring physician for the EP program director.

Managing the epic schedule for multiple locations and calendars. Implementation and management of follow-up items from meetings, and maintaining administrative oversight of meeting schedules in a highly dynamic and complex setting. Programmatic responsibilities as assigned. Tech savvy individual with high organizational skills, excellent communication skills, follow through, and critical thinking. Leadership capabilities. Very heavy call volume practice. Cross covering additional physicians in the practice, as needed.

Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents and requests reimbursements.

+ The Administrative Coordinator manages routine office administrative functions, as well as provides high-level programmatic support as needed. Assists the Electrophysiology Program at the University of Pennsylvania Health System in maintaining a patient/customer focus, supports the delivery of high quality care, shares a passion for patient and customer-centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets.

+ This position is an advancement for an Administrative Assistant that is looking for the next step in his/her career that likes complexity and high work volume.

Responsibilities:

Oversight and Lead Responsibilities

- Independently owns, prioritizes and initiates implementation of assigned work functions

- Serves a point of escalation for Admin Services team.

- Participates in and supports select projects to be determined by leadership

- Evaluates and manages workload distribution of the Admin Services staff

- May assist with recruitment, onboarding, performance evaluations and performance management of Admin Services staff per practice needs

Clinical Duties

- Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances.

- Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed.

- Ensures diagnostic testing and other evaluations are completed before visit if applicable.

- Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. traveling to clinic location if applicable.

- Schedules required procedures and OR/Lab for patients at provider's direction.

- Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages.

- Responsible for the timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure

- Processes medication refill requests, triaging to appropriate clinical staff.

- Coordinates and schedules cases with medical equipment representatives as required.

- Completes medication authorizations and obtains prior authorizations for procedures.

- Obtains medication pricing and coverage information for patients.

- Initiates Tier 1 prescription exemptions as needed.

- Schedules tests, procedures, and other clinical follow-up services as requested by the providers.

- Completes medical records requests.

- Handles all patient correspondence, including myPennMedicine messages

Admin Duties

- Answers and screens all phone calls and patient inquiries. Take appropriate messages/delegate to appropriate staff.

- Maintains multiple calendars, clinical schedules,…