University of Rochester Receptionist Clerk III in Rochester, New York


Full Time 40 hours Grade 007 Surgical Support Services




Position Summary:

Operating with minimum supervision and exhibiting excellent judgment, this position is responsible for functioning as the primary liaison between all levels of staff both in and out of the OR. While demonstrating an elevated level of customer service in a high volume, high stress work environment around the clock, they are also responsible for maintaining the integrity of the electronic operating room schedule, as well as, coordinating and communicating the flow of all operating room activity. With leadership and independent initiative, this position works closely with the Anesthesia Clinical Coordinator, Charge Nurse, surgeons and a myriad of additional staff to ensure a smooth flow of the daily schedule, throughout the day, evening and night.

Specific Duties:

Scheduling Functions:

  • Approximately one hundred surgical patients, one hundred OR physicians, several hundred nurses, technicians and countless house staff are impacted by the performance of the people in this position. The timely and efficient functioning of this large, diverse and very busy suite of operating rooms and ectopic surgical locations is dependent on a flawless flow of communication through the control desk
  • Continual maintenance of SmarTrak while taking instruction from the Anesthesia Clinical Coordinator and Charge Nurse; appropriate follow-through is essential and errors are not tolerated
  • Continual maintenance of the manual Operating Room schedule to ensure an ever-present back up in the event of electrical or computer failure
  • Act as purveyors of scheduling changes to all appropriate personnel
  • Maintaining HIPAA guidelines and patient privacy
  • Manage the ever changing daily schedule with input from administrative staff and physicians as needed
  • Initiating the printing and organizing of the next day’s patient call slips and wristbands
  • Acquiring the necessary blood products for patients, when necessary


  • Assess and triage incoming calls, paging and Stat calls; there are several thousand phone messages and around five hundred overhead pages each day
  • Assists and direct patients’ families, vendors and hospital staff, as needed
  • Booking emergent cases and alerting the appropriate staff
  • Maintains various logs documenting both modifications and general requests concerning the daily OR schedule
  • Initiates contact of team members for off shift, emergent cases

PSA Interaction:

  • Assigns patient transports as ORs ready themselves for the next case
  • Disseminates a range of tasks within the OR
  • Maintains accurate records regarding availability, lunches and breaks; these may be requested and used, at management’s will, for disciplinary measures or employee recognition


  • Possesses the ability to work other shifts as dictated by the operational needs of the OR
  • Accepts compensated call on a rotating basis
  • Readily provides backup coverage, as needed during breaks, absences and vacations
  • Required to work some holidays


  • Secretarial duties up to and including:
  • Monitoring the pneumatic tube station and distributing contents to appropriate areas
  • Alphabetizing surgical records in preparation for billing
  • Maintaining various office equipment such as:
  • Multi-line phone
  • Fax
  • Copier
  • Filing
  • Data entry
  • Distributing scrubs to visitors, students and staff and maintaining records of each exchange

Training/Cross Coverage:

  • Responsible to assist in mentoring all incoming personnel on nuances related to all positions and shifts
  • Monitor, evaluate and report regarding trainee progress and levels of competence
  • Exemplify University protocols and the ICARE values
  • Provide cross coverage of Scheduling Office as needed


Requires high school education in and 3-4 years of medical office experience; or equivalent combination of education and experience. Medical terminology is preferred. Demonstrated ability to work independently, requiring minimal supervision, is essential. The ability to deal calmly but efficiently with medical professionals during life threatening situations is critical. Excellent computer and verbal communication skills, as well as the ability to multi-task during busy time frames is required. Previous experience with PICIS and Flowcast is a plus, but not required. Must be a team player/leader and maintain a strong customer service approach at all times, with the ability to handle diverse personalities.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Receptionist Clerk III

Location: Strong Memorial Hospital

Job ID: 201749

Regular/Temporary: Regular

Full/Part Time: Full-Time