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University of Rochester Physician Support Spec - 224241 in Rochester, New York

Physician Support Spec

Job ID



Strong Memorial Hospital

Full/Part Time


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Full Time 40 hours Grade 009 Medicine-Pulmonary Ambulatory



With minimum direction and latitude for independent judgment and initiative, performs routine and non-routine duties requiring highly advanced secretarial skills. Receives general direction from the office manager in coordination with Pulmonary providers.


Appointment Referral Review:

  • Review incoming referrals that are sent to Pulmonary both internally and externally for office appointments as well as any pulmonary testing. Assemble information, records, etc. related to patients’ medical history in order to appropriately triage and schedule patient appropriately. Organize and prioritize workload based on patient acuity.

Appointment Scheduling:

  • Utilize Epic and eParc to find available open appointment slots for patients. Schedule patient appointments. This includes but is not limited to first and second attempt calls and appointment referral letters. Review appointment details with patient, and mail new patient letters to all new patients scheduled for each location. Follow up with referring offices to keep them updated on the status of patient appointments/triage process. Look at future schedules to ensure that utilization is maximized and proactively work to fill any openings that result from cancelled appointments. Maintain Pulmonary referral workqueues on a daily basis and remove any referrals that have been completed, or sent back to providing office.

  • Monitor for any Urgent referrals that come in and schedule then appropriately. At times this entails working with the Consult Attendings.

General Office Duties:

  • Answers and screens telephone calls; answers questions and/or channels them as appropriate. Efficiently triages and tasks patient messages, defines and communicates patient expectations and needs to appropriate personnel, and recognizes level of response needs to meet patient need and satisfaction.

  • Responds to provider tasks in a timely manner. Effectively communicates with supervisor, coworkers, referring offices, pharmacies, and other local agencies. Maintains and updates as needed the mailing lists, spreadsheets, and contact addresses. Prepares electronic patient charts for daily clinics of assigned physicians.

  • Performs routine secretarial duties as needed, including word processing, sorting and routing mail, transportation, backup to assess office supplies for ordering, copying, and faxing. Occasionally composes, types, and signs non-routine correspondence. Assembles data for reports and other documents, drafts important confidential correspondence.

  • Provides coverage for PSS staff during absences.

  • Follows and models established office procedures and protocols.

  • Models Strong Commitment behavior to meet standards for professionalism.

Staff Training/Coordination:

  • Coordinates with team for appropriate allocation of work assignments of clinical office; reassigns tasks as appropriate to meet schedules and deadlines.


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: At least three years of secretarial and office experience, including one years in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Must be able to work independently and evaluate progress, troubleshoot and follow up to ensure task completion.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled