Physician Support Spec

Rochester, NY


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 Imaging Sciences, Interventional Radiology. Responsibilities include time and calendar management, telephone triaging and management, patient scheduling for IR clinics, procedures, imaging and information/data support.


Patient Scheduling and Coordination of Care

  • Manages incoming patient telephone calls for Interventional Radiology attending physicians, residents and APP’s. Resolves various scheduling/coordination issues and answers questions as needed. Coordinates scheduling of patients at multiple practice sites including but not limited to: SMH, East River Road, Highland Hospital, Thompson Health, Noyes and Auburn; coordinates referrals for consults. Obtains pertinent patient medical records to facilitate patient care. Documents telephone calls into eRecord. Triages telephone calls from patients and referring physicians to Interventional Radiology attending physicians, residents and APP’s.

  • Prioritizes patients by urgency as well as availability and discretion of attending physicians by reviewing and approving inpatient, ED as well as urgent add-ons. Schedules into various Interventional Radiology resources and IR clinics which includes multiple IR sites and clinics. Coordinates appointments with provider schedule and includes anesthesia / deep sedation services as necessary. Reviews and updates patient’s appointments when provider’s schedules are modified. Manages and communicates schedule through Regional Interventional Radiology distribution group. Coordinates with inventory manager and divisional supervisor regarding procedures that require additional support to ensure that specialized inventory is on hand.

Document and Information Management

  • Organizes patient’s shadow charts for day of IR clinic visit. Assists providers during clinic hours with rooming patients; obtains vital signs and prepares eRecord for physician charting. As needed, takes pertinent notes for IR provider; including follow up visits, coordination of testing, procedures and coordinates those activities with performing site and patient.

  • Coordinates maintenance of patient records, documentation for billing, completion/submission of documents regarding patient care and insurance. Transcribes and ensures accuracy and timeliness of all written materials, including medical reports and 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 as needed.

Time and Calendar Management

  • Functions as one of the points of contact for the attending physicians, residents and APP’s of the Regional and Interventional Radiology Division of Imaging Sciences. Effectively balances competing demands of attending physician’s time by managing calendar, including all clinical activity by working around administrative meetings, research, education and academic commitments.

Billing/Financial Management

  • (10%) Works closely with prior authorization team to acquire prior authorizations for different imaging exams, and procedures, which requires detailed filling out of specific request forms with patient’s medical information. Interacts effectively in carrying out these responsibilities, presenting a positive image for the Interventional Radiology division. Works with URMC and affiliate patient access/registration groups and clinical information systems as needed. Functional knowledge of ICD10 & CPT coding researches and communicates proper coding to SMH billing offices.

  • Other Office Management

  • Coordinates work with attending physicians, residents, APP’s and technologists. Manages all incoming requests for attending physicians, residents, APP’s and technologists assuring that all correspondence receives timely attention and is followed up appropriately. Coordinates transfer of patient studies to and from other hospitals and physician offices as needed. Assists with onboarding process by training incoming staff. Functional knowledge of various office equipment. Provides coverage for absences within the division, and within the department when requested.

Other duties as assigned


  • High School Diploma required .

  • Associate's degree in Medical, Secretarial, billing or related field preferred .

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

  • Medical Terminology and experience with appointment scheduling software, electronic medical records and Microsoft programs are desired. Demonstrated excellent interpersonal skills, customer service skills and organizational skills are essential. Experience in medical office setting 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

Location: Medical Faculty Group
Full/Part Time: TAR
Opening: Time as Reported Grade 009 MRI Radiology