Administrative Coordinator III

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400089 Dev & Behav Pediatrics

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$19.04 - $26.63

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.

Responsibilities:

The Administrative Coordinator III is a member of the DBP clinical team and provides advanced secretarial support for the clinical operations of the Developmental & Behavioral Pediatric Clinical Services. 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.

ESSENTIAL FUNCTIONS

​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 patients of nine clinical services, 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.

• Updates 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 & checks NYS database as necessary.
• Assigns tasks to appropriate providers for care management.

• Inputs patient information into the electronic medical record; scans documents into the appropriate folders in a timely manner. Continuously monitors documents needed by families and requests copies as needed
• Takes primary responsibility for accepting referrals for the PD (physical disabilities ) clinic. Schedules all initial and follow-up appointments for OT, PT, neurosurgery, BOTOX and others. Keeps efficient record systems and informs families of any changes well in advance. Works collaborating with the lead MD and NP on PD clinic.
• Assists in verifying and updating insurance information and referrals; makes referrals to other departments as needed; assists in trouble-shooting insurance issues.
• Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• High School diploma or equivalent and 2 years of relevant experience required
• Or equivalent combination of education and experience
• Experience in a medical office environment and extensive use of electronic scheduling and medical record systems preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• The individual must possess well-developed communication skills, including excellent spelling and grammar. Requires ability to communicate effectively with research subjects, families and research collaborators; preferred. 

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.