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University of Rochester Division Support Specialist - 230708 in Rochester, New York

Division Support Specialist Job ID 230708

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 DDermatology


8 AM-5 PM


Position Summary:

With minimal direction and considerable latitude for independent judgement, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the Department of Dermatology, Mohs Surgery. Secretary is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University and the Department of Dermatology.


Patient Scheduling/ Front Desk Support

Schedule procedure and office appointments for patients at Red Creek Mohs location using electronic scheduling systems. Extensive use of electronic medical record system to correspond with attending physicians, midlevel providers, patients, internal customers, external provider’s offices, and others regarding the status of patient requests for appointments. Process referrals to outside offices (i.e. plastics for repair) as needed. Accurately communicate to patients various preparation requirements for Mohs procedures and other appointments in writing, by telephone, and electronically. Effectively maintain clinic schedules of Mohs surgeon; consistently monitoring them for opportunities to improve all provider productivity and increase appointment availability and access for our patients. Support coverage for front desk registration, check-in/out. Prepares and separates day-charts for surgeon ensuring correct documentation, Mohs maps, patient pathology is all accounted for weekly. Prepares documents for scanning into eRecord. Compare patient treatments to pathology to ensure follow up treatments are scheduled when needed.

Administrative Support

Disseminate correspondence to patients per direction from provider regarding results of procedures, tests and other information pertinent to patient’s dermatologic health. Assures schedules are accurate and changes are made in a timely manner. Process requests for medical information from provider’s offices in a timely manner to ensure patient receives quality care. Assures all notifications are professional and timely. Supports Mohs nursing staff as needed with documentation of surgeon’s notes in epic. Creates smartphrases and edits MD note templates to improve efficiency and documentation in patient charts. Obtain authorizations for office visits, procedures, radiology and other testing as required by insurance companies. Provide information to billing colleagues to resolve any issues. Assist nursing with note corrections and errors with encounters.

Patient Call Triage

Determine appropriate disposition of incoming patient phone calls, tasking appropriate provider or nurse support, and scheduling follow up appointments as necessary. Coordinate with after-hours services to ensure patient care. Ensure phone calls are routed to correct pool or provider in a timely manner with sensitivity to urgency following protocol.

Inbasket management and oversight

Work on a daily basis in staff inbasket and maintain appropriate levels of messages in eRecord. Assist teammates with coverage of inbaskets during vacations, absences and lunch periods. Respond to urgent requests within assigned in a timely manner.

Other Duties

As assigned

Education and Experience requirements:


Associate’s degree in Medical, Secretarial or related field and a minimum of three years of relevant experience required; or an equivalent combination of education and experience. Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred. Demonstrated customer relations skills.

Preferred: Strong interpersonal skills with attention to patient centered philosophy. Demonstrated verbal and written communication proficiencies and ability to maintain confidentiality. Experience with Microsoft Office and Electronic Health Record applications required.





X 18-65 years

X Over 65 years

The Joint Commission standards requires that the performance appraisals of staff, without clinical privileges, who participate in the assessment, treatment or care of patients, address the ages of the patients served. Technical staff, including phlebotomists, are included in this definition.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled