University of Rochester Secretary IV in Rochester, New York


Full Time 40 hours Grade 009 Surgical Oncology



Performs complex secretarial and administrative duties, in a face-paced environment, with minimal direction and considerable latitude for independent judgment, in support of the clinical, educational, and academic programs in the Division of Surgery. Responsibilities include time and calendar management, telephone triaging and management, and information/data support.


Patient Scheduling and Coordination of Care

Receives incoming patient telephone calls for surgeon(s) and nurse practitioner(s), managing and/or resolving various scheduling/coordination issues and answering questions as needed. Coordinate scheduling of patients at multiple practice sites; coordinates referrals for consults. Obtains patient medical records to facilitate patient care. Obtains authorizations and pre-verifies insurance. Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioner(s). Schedules appointments, tests and surgeries, coordinating appointments, tests and consults in preparation for surgery or further clinical work up. Interacts effectively in carrying out these responsibilities, presenting a positive image for the Division of Surgery. Works regularly on Strong Health patient registration and clinical information systems.

Time and Calendar Management

Effectively balances competing demands of surgeon time by managing calendar, including all clinical activity, administrative meetings, research, education and academic commitments.

Document and Information Management

Coordinates maintenance of patient electronic medical records, including documentation for billing, completion/submission of documents regarding patient care and insurance. Demonstrates knowledge of medical terminology, word processing, spreadsheets, and presentation software. Researches hospital medical records for information requested by physicians, insurance companies and attorneys.

Practice Site Coordination

Serves as primary contact for management of off-site practice locations making sure that space is clean and orderly. Ensures compliance with all applicable regulations and Medical Center policies. Interfaces with front desk staff at off-site locations to coordinate scheduling. Provides coverage as needed to offsite location.

Billing/Financial Management

Prepares all front-end billing for surgeon(s) and ensures these functions are performed in an accurate and timely manner. Functional knowledge of ICD9 coding, insurance company referrals/precertification, worker's compensation and demographic information.

Other Office Management

Coordinates work with nurse practitioner(s). Manages all incoming mail for al surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed-up appropriately. Manages routine supplies and ensures expenses, including physician dues, fees and related practice expenses, are reimbursed appropriately. Maintains database to track expenses and payments. Coordinates transfer of patient studies to and from other hospitals and physician offices. Assists with department hiring processes by training incoming new secretaries or temporary secretaries when requested. Functional knowledge of various office equipment. Provides coverage for absences with the division, offsite practice location, and within the Department when requested; research duties as requested.


High school diploma plus minimum of two years post high school education and three years relevant experience required. Equivalent combination of education and experience acceptable. Excellent interpersonal skills, organizational skills, and working knowledge of word processing and spreadsheet applications required. Experience in medical office setting required. IDX and medical terminology preferred. Excellent customer service skills a must.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Secretary IV

Location: Medical Faculty Group

Job ID: 201510

Regular/Temporary: Regular

Full/Part Time: Full-Time