Physician Support Rep III

Rochester, NY



With minimal direction and considerable latitude for independent judgment, performs complex secretarial and administrative duties in a fast-paced environment in support of clinical, educational, and academic programs. Responsible for all clinic preparations, including but not limited to, provider’s time and calendar management while optimizing provider patient schedule, coordination of patient care and information/data support.


  • Serves as primary contact for provider(s). Manages provider’s calendar, prioritizes appointments and meetings based on provider preferences. Chooses and recommends among competing demands.

  • Examines the clinical schedule on a continuous basis to identify opportunities for optimizing the time and effort of the provider. Finds missing orders and pends them for review and approval. Anticipates needs of insurance companies by gathering all necessary information for referrals and prior authorizations.

  • Develops scheduling templates, coordinates scheduling of patients at multiple practice locations and coordinates referrals for consults.

  • Assists and manages billing and insurance expectations; ensuring worker’s comp and insurance disability forms completed in a timely manner.

  • Manages provider documentation and information. Composes and types non-routine correspondence providing factual information.

  • Arranges travel, conference registration and hotel accommodations. Interfaces with organizations, hospitals and others to facilitate invited lectures and speaking engagements for the provider.

  • Research hospital medical records for information requested by physicians, insurance companies and attorneys.

  • Decides, using independent judgment, the order of daily surgeries and ambulatory procedures based upon patient’s medical conditions and severity.

  • Negotiates surgical/procedure schedule by communicating complex details directly to the Operating Room scheduling office and Ambulatory Surgical Center Staff. Using independent judgement, authorizes overbooking and rearranging of surgeon’s Operating Room schedule based on case complexity and medical urgency. Authorizes rescheduling when cancellations occur by applying protocols for surgical scheduling.

  • Orders all necessary surgical/procedure equipment, devices and medication based on application of protocols needed to conduct the surgery/procedure. Follows up to confirm that order is fulfilled and ready for surgery/procedure. Employs multiple contingency strategies to ensure all details, materials and locations are ready for surgery/procedures as scheduled.Based on the nature of the surgery/procedure, varies patient education and follow up details accordingly in relation to pre-operative readiness and post-operative rehabilitation expectations and activities. Is accountable for completeness of all relevant information from pre-op testing and evaluations for review by the anesthesiologist and the Operating Room.

  • Schedules procedures and obtains authorizations for patients.

  • Assembles, from multiple tabs within the electronic medical record, the necessary details, for review and inclusion when completing disability paperwork.

  • Assesses calls to understand patient needs, prioritizes medical concerns and obtain responses from provider and follows up with patient.

  • Serves as main point of contact for patients’ pre and post-operative.

Other duties as assigned.


  • High School Diploma and 2 years of relevant experience required.

  • or an equivalent combination of education and experience.

  • Medical Terminology, surgical scheduling, and electronic medical record preferred.

  • Demonstrated customer relations skills required.

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: $19.08 - $25.77 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