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University of Rochester Secretary III - 237001 in Rochester, New York

Secretary III Job ID 237001

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 007 Dev & Behav Pediatrics





The Secretary is a member of the DBP clinical team and provides advanced secretarial support for the clinical operations for the Division of Developmental and Behavioral Pediatrics. Performs advanced routine and non-routine secretarial functions, including appointment scheduling. Works as part of a team managing all clinic activities and shares responsibility for scanning and entering information into the electronic medical record. Demonstrates ICARE* values in each of the major responsibilities.


Shares responsibilities in management of high-volume phone lines, providing a high level of customer service.

  • Communicates in a professional manner with patients, families, community providers and others within the university.

  • Schedules follow-up appointments for clinical patients, working to reduce no-shows and maximize use of clinician time.

  • Refers callers to the appropriate resources as needed, and responds to request for program information and other situations as required.

Gathers information needed for effective management of complex patient population.

  • Utilizes eRecord and MyChart skills to communicate with families via MyChart regarding appointments, medication refills, and other requests.

  • Gathers and accurately documents detailed demographic and insurance information for new and existing patients.

  • Documents calls on patient/family concerns and enters into the electronic medical record.

  • Takes detailed information for prescription refill requests, including documenting medication name, dosing, and medication schedule, entering medication and pharmacy information into the electronic medical record, & checking NYS Prescription Monitoring Program (PMP) Registry for appropriateness of refill of controlled substances.

  • Triages calls and utilizes electronic medical record to assign tasks to appropriate clinician for care management.

  • Makes referrals to other pediatric subspecialties as needed.

Inputs patient information into the electronic medical record.

  • Scans documents from schools, community therapists, parents, and other medical providers

  • Determines appropriate EMR folder for scanned documents

  • Files documents into the appropriate folders in a timely manner.

Collects, prints, and distributes reports

  • Assures families needing reports following the Divisions clinical new patient visits receive printed reports by mail in a timely manner.

  • Works effectively with MDs who do provide consultation to school districts to assure that reports are printed and mailed to the districts in a timely manner.

Supports optimal financial status of the division by attending to insurance coverage of patients as appointments are scheduled and when communicating with families by phone and MyChart

  • Maintains up-to-date knowledge of requirements for various insurers regarding prior approvals and referrals.

  • Works with primary care offices, families, and pediatric billing office to obtain appropriate prior approvals.

  • Documents insurance referral status accurately in scheduling system

  • Communicates clearly and effectively with families to update insurance information

  • Assists in trouble shooting insurance issues.

Other duties as assigned.


  • 2 years post high school education in secretarial studies or equivalent required

  • At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work w/ minimal supervision required

  • Must possess well-developed verbal and written communication skills, advanced secretarial skills 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