Physician Support Rep III

Rochester, NY


General Purpose :

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, telephone triaging and management, and information/data support.


Patient Scheduling and Coordination of Care 40%

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. Documents telephone calls into ERecord. 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. Acquires prior authorizations for different X-rays and Scans, which requires detailed filling out of specific request forms with patient medical information. Also includes getting prior authorizations for surgeries which may require speaking with insurance companies’, nurses and giving specific health information from patients records 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 faculty.

Document and Information Management ( 25%)

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 knowledge of medical terminology, word processing, spreadsheets, and presentation software. Researches hospital medical records for information requested by physicians, insurance companies and attorneys. Occasionally composes, takes minutes, types and signs non-routine

correspondence providing factual information.

Time and Calendar Management (10%)

Functions one of the points of contact for the surgeons and APP’s 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.

Billing/Financial Management 10%

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 ICD10 & CPT coding researches and communicates proper coding to SMH billing offices. Codes all surgeries with ICD10 codes prior to submission. Work with billing to reconcile denied billing charges. Assists with ensuring Worker’s compensation, MVA and insurance disability forms are filled out with proper information, collecting and coping chart notes as requested. Ensures appropriate ledgers are charged for expenses related to office supplies as well as travel and conference

Other Office Management 10%

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. 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. Scans patient information into OnBase. Functional knowledge of various office equipment. Provides coverage for absences within the division, off-site practice location, and within the department when requested.

Other duties as assigned.


  • High School Diploma

  • Associates degree in Medical, Secretarial, billing or related field (preferred).

  • 2 years of relevant experience required; or an equivalent combination of education and experience.

  • Medical Terminology, experiences with surgical/appointment scheduling software, and electronic medical records, (preferred).

  • Excellent interpersonal skills, customer service skills and organizational skills(preferred).

  • Strong attention to detail and communication skills, including written communication(preferred).

  • Working knowledge of word processing and spreadsheet applications(preferred).

  • Experience in medical office setting preferred. eRecord, Cadence and medical terminology (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: $19.08 - $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