University of Rochester Secretary IV in Rochester, New York


Full Time 40 hours Grade 009 Thoracic Surgery



Performs complex secretarial and administrative duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgment, in support of the clinical, educational, and academic programs for the Faculty of Thoracic and Foregut Surgery. Responsibilities include time and calendar management to ensure daily manageability, 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. Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioners.

Schedules appointments, tests, and surgeries, coordinating appointments, tests and consults in preparation for surgery or further clinical work-up. Aquires prior authorizations for different X-rays and Scans, which requires detailed filling out of specific request forms with pt’s medical information. Also includes getting prior authorizations for surgeries which may require speaking with insurance companies, nurses and relaying specific health information from patients records in order to get authorization. Interacts effectively in carrying out these responsibilities, presenting a positive image for the Division of Thoracic and Foregut Surgery. Works regularly with URMC patient registration and clinical information systems. Arranges travel, conference registration and hotel accommodations. Interfaces with organizations, hospitals and others to facilitate invited lectures and speaking engagements for the chief.

Time and Calendar Management

Functions as the main point of contact for the chief of the Thoracic and Foregut Division of Surgery. Effectively balances competing demands of surgeon time by managing calendar, including all clinical activity, administrative meetings, research, education and academic commitments. Coordinating with the office of education multiple meetings for the residency program, and quarterly meetings with all individual residents, and classes. Interfaces and coordinates meeting with senior staff at other health care systems such as Unity where the chief has a duel appointment as chief of Thoracic Surgery at Unity.

Document and Information Management

Coordinates maintenance of patient records, documentation for billing, completion/submission of documents regarding patient care and insurance. Transcribes, proofreads, and ensures accuracy and timeliness of all written materials, including medical reports and correspondence, CV’S and business correspondence. Demonstrates expert knowledge of medical terminology, word processing, spreadsheets, and presentation software. Researches hospital medical records for information requested by physicians, insurance companies and attorneys. Ensures appropriate ledgers are charged for expenses related to office supplies as well as travel and conference. Assists the division administrator with ledger reconciliation by collecting all necessary supporting documentation. Occasionally composes, and types non routine correspondence providing factual information. Transcribes letters of recommendation for residents and medical students due to the chief’s appointment as the chief of the residency program.

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.

*Billing/Financial Management *

Obtains authorizations and pre-verifies insurance. Performs all back-up billing functions for surgeon and ensures these functions are performed in an accurate and timely manner. Functional knowledge of ICD9 & CPT coding, researches and communicates proper coding to SMH & Unity billing offices. Codes all surgeries with ICD9 codes prior to submission. Work with billing to reconcile denied billing charges, along with writing letters of appeal for denied billing. Assists with ensuring Worker’s compensation, and insurance disability forms are filled out with proper information, collecting and coping chart notes as requested.

Other Office Management

Coordinates work with nurse practitioner(s). Manages all incoming mail for surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed up appropriately. Manages routing 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 within the division, off-site practice location, and within the department when requested. Transcribes letters of recommendation for Medical students and Residents as needed by the Chief of the division.

This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.


Requires two years of post high school education in secretarial studies or the equivalent and at least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation; or a combination of formal training and experience. 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: 201338

Regular/Temporary: Regular

Full/Part Time: Full-Time