Physician Support Specialist, Surgical Oncology

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 in the Division of Surgery. Responsibilities include time and calendar management, telephone triaging and management, and information/data support.

Age Specific Competency :

Adolescent, Adult and Geriatric


Patient Scheduling and Coordination of Care 35%

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. Coordinates scheduling of patients at multiple practice sites; coordinates referrals for consults. Obtains patient medical records to facilitate patient care. Obtains authorizations and pre-verifies insurance. Triages telephone calls from patients and referring physicians to surgeons, residents and nurse practitioner(s). (20%)

Schedules appointments, tests, and surgeries; coordinates appointments, tests and consults in preparation for surgery or further clinical work up. Interacts effectively in carrying out these responsibilities, presenting a positive image for the Division of Surgery. Works regularly on URMC patient registration and clinical information systems. (15%)

Document and Information Management 25%

Coordinates maintenance of patient electronic medical records, including documentation for billing, completion/submission of documents regarding patient care and insurance. Demonstrates knowledge of medical terminology, word processing, spreadsheets, and presentation software. Researches hospital medical records for information requested by physicians, insurance companies and attorneys.

Time and Calendar Management 10%

Effectively balances competing demands of surgeon time by managing calendar, including all clinical activity, administrative meetings, research, education and academic commitments.

Practice Site Coordination 5%

Serves as primary contact for management of off-site practice locations making sure that space is clean and orderly. Ensures compliance with all applicable regulations and Medical Center policies. Interfaces with front desk staff at off-site locations to coordinate scheduling. Provides coverage as needed to offsite location.

Billing/Financial Management 10%

Prepares all front-end billing for surgeon(s) and ensures these functions are performed in an accurate and timely manner. Gain functional knowledge of ICD10 coding and obtain insurance company referrals/precertification, worker's compensation and demographic information.

Other Office Management 10%

Coordinates work with nurse practitioner(s). Manages all incoming mail for al surgeon(s) and nurse practitioner(s) assuring that all correspondence receives timely attention and is followed-up appropriately. Manages routine supplies and ensures expenses, including physician dues, fees and related practice expenses, are reimbursed appropriately. Maintains database to track expenses and payments. 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. Functional knowledge of various office equipment. Provides coverage for absences with the division, offsite practice location, and within the Department when requested; research duties as requested.

Other projects and job duties as assigned. 5%


  • High School Diploma and Minimum of 2 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.

  • Ability to travel to off-site locations when needed.

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: $ 18.50 - $ 24.05 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.

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Surgical Oncology