Lead Physician Support Spec

Rochester, NY


With minimal direction from Senior Practice Manager, and with significant latitude for independent judgment, the Lead Division Support Specialist oversees, assigns, and directs subordinates’ work to ensure compliance with institutional policies and expectations. Provides guidance and direction to staff. Provides input and support to Senior Practice Manager related to recruiting, hiring, training, goal setting, performance management. The Lead Division Support Specialist is responsible for consistently and regularly identifying areas of improvement, demonstrating and modeling ICARE values, and promoting a positive team environment.

The Lead Division Support Specialist serves as surgical coordinator for Dermatology and the Division of Mohs Surgery. Responsible for clerical preparations for Mohs Surgeons including, but not limited to, time and calendar management with optimization of provider schedules, coordination of patient care, and data support (ex. lab results). Serves as department resource for administrative support as needed by faculty, fellows, and staff. Demonstrates expert knowledge related to medical procedures/diagnosis, job duties, divisional scheduling guidelines, and clinic management processes, with ability to determine and prioritize clinical urgency of patients timely and efficiently. Assists in problem identification, qualification, and resolution. Serves as the main point of contact to referring offices for all surgical scheduling and communication with providers. The Lead Division Support Specialist performs various duties as required particularly for more complex, urgent, or emergent tasks. Triages scheduling requests and pathology reports to the appropriate surgeon, and schedules patients with support from the Mohs clinical staff. Occasional evening and weekend work from home is possible.


Performs schedule maintenance for Division of Mohs and all dermatologic surgery clinics for department:

  • Coordinates and manages division staffing assignments and daily work to ensure effective communication and support to physicians.

  • Serves as liaison, surgical scheduler/coordinator, and advocate between patients, referring offices, and specialists (i.e. collaborates with oncology, plastic surgery, and the operating room).

  • Develops guidelines for prioritizing and assigning work by evaluating and modifying processes as necessary.

  • Serves as primary point person for scheduling triage for assigned division and ensures prompt coordination of scheduling requests.

  • Inputs, manages, and adjusts provider templates and updates Box (master schedule) appropriately for resident and staff assignments.

  • Examines clinical schedules on a continuous basis to identify opportunities for optimizing the time and effort of each provider. Identifies and implements operational changes to improve clinic functions and enhance levels of service and quality.

  • Authorizes overbooking and adjustments of schedules based on provider preferences and patient needs.

  • Demonstrates expert medical knowledge base with ability to determine and prioritize clinical urgency of appointments timely and efficiently. Performs complex appointment scheduling including joint cases between multiple physicians and ensures ancillary testing and other specialty referrals have been scheduled/completed.

  • Facilitates the scheduling of urgent requests for imaging, oncology and other specialists for all providers in the department.

Supports departmental & administrative functions:

  • Participates in the recruiting, training, onboarding and monitoring competencies of scheduling staff. Monitors staff performance and conducts performance evaluations.

  • Provides direction and supervision to scheduling staff; supporting and advising to solve challenges and serves as point of contact for answering complex questions.

  • Develops guidelines for prioritizing and assigning scheduling activities, evaluating effectiveness and modifying processes as necessary.

  • Adjusts staffing schedules and duties as necessary using experienced judgement.

  • Manages staff’s time off requests while considering clinic needs, in addition to PTO and VHA balances. Edits and approves payroll for staff.

  • Monitors inventory and orders items such as forms and office supplies as necessary for the department at multiple locations.

  • Attends operations meetings and gathers pertinent information to suggest improvements to clinic functions.

  • Acts as Account Administrator of Care Credit Provider account for patient on-site payment: works with vendor to create and provide user logins, training and updated information to staff regarding Care Credit.

Assists all Mohs Surgeons, and the Mohs Surgery fellow; as well as surgical activity at all Dermatology Sites (College Town, Brockport, and Red Creek):

  • Serves as a primary contact for providers. Organizes provider calendars by prioritizing appointments and meetings based on provider preferences. Maintains and updates shared calendars with time away. Chooses and recommends scheduling among competing demands.

  • Organizes provider documentation and information. Composes and writes non-routine correspondence providing factual information about patient treatment.

  • Applies provider preferences and protocols for non-routine letters of correspondence related to appeals on denied claims, including compiling all necessary information and drafts for provider signature.

  • Fills out requisitions, obtains signatures, and faxes appropriate documentation for all diagnostic testing related to skin cancer for the department.

Manages referrals/authorizations for surgical procedures:

  • Inputs referrals/authorizations from Veterans Administration and links referral appropriately to ensure accurate billing processes.

  • Anticipates needs of insurance companies by gathering all necessary information, providing complex details and initiating prior authorizations.

  • Obtains medical records when documentation is requested by physicians, attorneys, referring offices and insurance companies.

  • Coordinates peer-to-peer reviews for denied services for both standard and complex requests such as imaging, etc., and communicating medical information to the insurance carrier.

Additional Duties/Responsibilities:

  • As assigned.


High School Diploma required. 2 years of relevant experience required or an equivalent combination of education and experience; 1 year of leadership experience preferred. Demonstrated customer service skills required. Medical Terminology and experiences with surgical/appointment scheduling software and electronic medical records preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $19.00 - $24.70 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Medical Faculty Group
Full/Part Time: Full-Time