University of Rochester Outpatient Access Lead in Rochester, New York


Full Time 40 hours Grade 008 Vascular Surgery


8 AM-4:30 PM


*General Purpose: *

Works closely with Practice Manager ensuring coordination and oversight on all Front End Staff and activities for the Rochester Offices and Finger Lakes associated with patient information processing for ambulatory care visits and acts as a resource to staff performing those functions. Monitors and ensures that all functions are completed in an accurate, efficient, and customer friendly manner. Assist Practice Manager with all operational support and personnel related matters. Is involved with OAS annual evaluations, hiring and discipline matters for both Rochester offices and when applicable the Finger Lakes sites. Backs up OR Schedulers, scheduling cases at Strong, Highland, Canandaigua, Geneva and Sawgrass. Attends all training needed for implementation of new systems. Will act as “Super User” with all implementations of new systems. May require travel to other locations.

Essential Duties:

Supervisory: Supervises all OAS staff making sure all locations have adequate coverage. Works closely with and covers Administrative Assistant/Practice Manager when not in clinic. Attends all mandatory Ambulatory Care meetings including but not limited to Front End Forum as assigned. Is back up for all Master Daily templates for all 5 locations. Supervises and implements new policy and procedures making sure all staff is trained properly. Performs miscellaneous tasks as assigned by the Supervisor.

Reception: Greets patients to initiate positive ambulatory experience, identifies healthcare provider to be seen, directs patients to next destination, obtains signatures as needed (e.g. for insurance forms), identifies and assesses patients’ special needs (e.g. interpreters), monitors the reception area to ensure patient needs are met.

Appointment Scheduling: Schedules follow-up and return visits using the Flowcast and eRecord, monitors schedules and reports problems to Supervisor. Works closely with Ultrasonographer Supervisor making sure scans are scheduled appropriately with consultations, speaks on a daily basis assessing how much room if any there is for added scans. Pre-registers patients for next visit, coordinates appointments and obtains authorization for ancillary testing, procedures, or referrals to other clinic sites, completes any correspondence or forms involved with appointment scheduling, schedules interpreters, schedule outside services to meet patient’s needs (e.g. transportation), ensures patients satisfaction with visit prior to discharge from the Department. Handles incoming and outgoing referrals through referral work que. Schedules all orders through eRecord for ultrasounds. Utilizes Microsoft outlook calendars marking accurately patients that are having surgery, testing (e.g. cat scans) and procedures.

Registration: Collects, updates patient demographic and insurance information in an efficient, customer oriented manner, accuracy to ensure a billable account is established, entering information into Flowcast. Prints preverification report verifies valid insurance.

Telephone Management: Manages incoming call, triages calls to providers through eRecord. Coordinates outgoing calls related to major functions above. Responsible for courteous and efficient telephone communications. Provides information to patients in order to minimize the need to distribute the telephone call (e.g. information on appointments), forwards calls, pages providers, and takes messages.

Charge Processing: Collects copayments. Ensures encounter form information is complete for billing, if incomplete will review with provider to ensure completeness. Interacts with other clinic personnel to verify accuracy of encounter forms. May be required to perform extensive research to obtain required charge data.

Coverage and Overflow of OR Scheduling: Schedules cases as needed for Surgeons, Nurse Practitioners and Residents when covering OR Schedulers and/or overflow happens. Scheduling using both OP-time and CUPID. When covering OR Scheduling consist of but not limited to:

  • Schedules Surgical Procedures and Non-Surgical Procedures ordered by Surgeons, Nurse Practitioners and Residents. Providers at Strong Memorial Hospital and Highland Hospital. Operating room & Cath Lab.
  • Schedule Cat Scan Angiogram, Cat Scan Venograms, Cat Scans, Cardiac Clearance, Echo, Nuclear Stress Test, Complete Pulmonary Function Test, Lab Work, EKG, and Chest X-ray, Direct Admit a Patient from the clinic or even home into the hospital. Work daily calls, faxes and specific requests.
  • Keep Surgeons and Vascular Surgery calendar in Outlook. Added/updating procedures as needed to both.
  • Work closely with insurance companies to get all surgeries and outpatient testing approved by receiving an authorization for all CPT codes that will be billed. Once received authorization is then placed in 5 areas = Surgeons calendar, Vascular Calendar, PICIS, IDX, then fill out Billing sheet and fax to billing.
  • Compile, daily spread sheet of each patient’s upcoming procedure with, medical record number, surgeon performing the case, procedure being performed, diagnosis code and cpt code. E-mail to Vascular Team for weekly indication conference to discuss the week every Monday morning.

Other Duties: Maintains all equipment updates ordering of supplies when applicable. For example, ordering of supplies and forms, management of supply invoices, faxing, preparing documents for scanning & scanning into eRecord.


Associates degree and 2-3 years (5 years preferred) related work experience and at least 1 year Supervisory experience. Must have eRecord and Flowcast Master/Daily experience. Demonstrate excellent team work, ICARE values and customer service skills. Demonstrate ability to type accurately on office equipment.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Outpatient Access Lead

Location: Medical Faculty Group

Job ID: 201934

Regular/Temporary: Regular

Full/Part Time: Full-Time