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University of Rochester Physician Support Spec - 234290 in Rochester, New York

Physician Support Spec Job ID 234290

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Medicine/AIR Ambulatory


8 AM-4:30 PM



Under the direct supervision of the Practice Manager and general direction of the Clinic Director and Nurse Manager works with considerable latitude for independent judgement. Responsible for all clerical preparations for providers, including but not limited to time and calendar management while optimization of provider patient schedule, coordination of patient care and information/data support.


Receives minimal direction from providers, nurses and practice manager. Is responsible for independently planning and executing own work.


Provides direction to other secretarial staff and clerical staff. Serves as an indirect supervisor of OAS and OAA staff. May train and coordinate activities of peers or support staff.


Provider Assistant: 70%

20% Examines the clinical schedules(s) on a continuous basis (both weekly and daily) to identify opportunities for optimizing the time and effort of providers by reviewing reports such as Clinic Utilization and Master Templates. Troubleshoots urgent patient scheduling for new and follow up patients, and consults with referral coordinator group to ensure new patients are seen timely and according to urgency. Devlops, enforces, and continually improves the process for obtaining prior authorizations (PA’s), ensuring PA’s are in place for all necessary encounters, including but not limited to office visits, skin testing, and ancillary testing.

20% Obtains patient assistance for all team providers by identifying appropriate application paperwork, working directly with patients to obtain necessary information, and ensuring provider completes necessary documentation. Serves as the primary liaison between patients, providers, pharmacy, patient accounts/billing, and foundations to make recommendations about patient assistance for prescribed medications. Keeps patients up to date regarding status of application, and once approved provides patients with the information necessary to obtain co-pay cards. Troubleshoots questions or changes that arise with patient insurances and/or patient accounts. Proactively updates patient assistance when there are changes in insurance, or medication given, including changes to biosimilars. Serves as a liaison with the prior authorization team to ensure approvals are received timely and in accordance with requirements to receive patient assistance. Stays up to date on policies and regulations with insurances and financial assistance programs.

15% Serves as a primary contact for provider(s) as it relates to clerical needs. Organizes provider calendars, by prioritizing appointments and meetings based on provider preferences or availability. Works with Practice Manager, Fellowship Co-coordinator, and Clinical Directors to implement scheduling changes. Maintains and updates shared provider calendar with time away. Chooses and recommends scheduling among competing demands. Serves as the primary liaison to complete the appeal process on insurance denials, including scheduling peer-to-peer discussions for medications and ancillary testing.

10% Applies team provider preferences and protocols in selecting for routine and non-routine letters of correspondence related to appeals on denied claims, billing and patient communications. This includes compiling all necessary information and drafts for provider signature and ensuring best practices and following University polices and guidelines.

5% Obtains hospital medical records for information requested by physicians, insurance companies, and attorneys.

Template Building & Master Scheduling: 20%

Using guided judgment from clinicians, prioritizes scheduling for established patients based upon patient’s medical conditions and severity. Actively participates in team meetings as the clerical leader and makes recommendations to optimize patient scheduling. Uses judgement based on provider preference to authorize overbooking and rearranging of clinic schedules. Authorizes rescheduling when cancellations occur by applying protocols for scheduling.

Patient Liaison: 10%

Assesses calls to understand patient needs, prioritizes medical concerns and obtains responses from providers and follows up with patients.

Serves as the main point of contact for colleagues for all scheduling and communication questions or challenges for their team.


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 procedure/appointment scheduling software (such as Flowcast), and electronic medical records, preferred. Demonstrated customer relations skills.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled