SUNY Upstate Medical University

Job Summary:

The Outpatient Administrative Specialist will primarily be responsible for scheduling EBUS, Robotic, flexible, and rigid bronchoscopies as well as other procedures within the OR and Endoscopy unit such as tracheal and bronchial stent placement, cryotherapy, valve replacement, thoracentesis, pleural catheter placement, percutaneous tracheostomy, etc. Will obtain proper documentation and authorizations for all procedures and coordinate procedure plan with patients. Will collect data as needed for quality and operations for the Interventional Pulmonologist group and provide outpatient procedure support to all physicians. In addition, the Outpatient Administrative Specialist will assist on as needed bases as a medical assistant within the clinic. Will rooms/screens patients, takes vitals, and review medication lists for patients. This individual will assist clinician with exams and procedures under the direct supervision of the clinician as needed. This individual will maintain and stock exam rooms and clean instruments/rooms. Will be responsible for incoming and outgoing work order referrals ordered by the physician as well as chart prep. Answer phones, check mail, check in and check out patients.

CLERICAL PRACTICE

In addition to the following duties, the medical office assistant must be able to cover/fill-in and rotate for other outpatient administrative specialists and clerical staff. This individual also acts as a contact person for their physician and patients.

• Answers the telephone and performs accurate message triage and computerized appointment scheduling.
• Prepares and reviews the medical record making sure that pertinent information has been placed in the chart for that day’s visit.
• Develops and maintains a system to record laboratory and x-ray requests, receiving reports and making sure that those reports are reviewed by the physician and signed off on.
• Ensures that tests that have been ordered for patients are reflective of the specifications of their insurance company contract.
• Responsible for relating information regarding needed supplies to appropriate person.
• Responsible for making sure that physician dictation is received, reviewed by the physician and signed off on and placed into the chart.
• Responsible for making sure that all patient related information has been reviewed with the patient either by a return visit, phone call or letter.
• Responsible for obtaining the medical record and requested medical information whenever needed.
• Responsible for reviewing the next day’s patient schedule making sure that the schedule is appropriate regarding the time allotted to each patient type. (ex: New patients have been allocated additional time, etc.)
• Participates in appointment verification. • Participates in the inputting and maintenance of patient and insurance information in the Medic computer system.

CLINICAL PRACTICE

• Greets and directs patients to examination rooms and prepares patients for examination or treatment. Assists patients with ambulatory difficulty.
• Determines weight, height, blood pressure, temperature. Performs fingersticks, urine dips, and reviews and transcribes medications obtained from the patient onto the medication sheet. Completes Sleep and COPD flow worksheets in preparation of visit. Accurately relates the visit reason and recent medical problems on the progress note. Other clinical functions as determined necessary and within the limits of certification by the physician. Performs additional screening as required.
• Responsible for directing physician to examination rooms in an agreed upon method.
• Assists physician with procedures with direct supervision, i.e., 6-minute walk tests, POCUS, PFT’s.
• Schedules tests, admissions, referrals, and consults ordered by the physician as well as obtaining insurance authorizations.
• Handles prescription renewals under the direction of the RN or clinician.
• Stocks examination rooms and organizes drug sample cabinets.

Minimum Qualifications:

Associates Degree or pertinent college level courses and three years of administrative/office management experience prefably within the medical field. Completion of an approved Medical Assistant or Medical Office Assistant program or one year experience directly related to the medical field. Current BLS certification through the American Heart Association or the American Red Cross; excellent interpersonal and organizational skills required.

Preferred Qualifications: Work Days:

Monday - Friday daytime hours

Message to Applicants:

Our benefits package includes health, dental and vision insurance, eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule), tuition reimbursement, generous paid time off, including vacation and personal time, paid sick leave, holidays and floating holidays.

G4: $17.50 - $28.17

Please note the salary information shown is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as internal equity, market and business considerations.

Recruitment Office: MedBest Medical Management