UNIV- Administrative Coordinator I- Department of Obstetrics & Gynecology

Company: Medical University of South Carolina
Location: Charleston
Posted on: May 27, 2023

Job Description:

Job Description Summary
Coordinates with Physician attendings, patients and the OR to schedule surgeries for the OGBYN. Provide administrative support to the department of Obstetrics and Gynecology.

Entity
Medical University of South Carolina (MUSC - Univ)

Worker Type
Employee

Worker Sub-Type
Classified

Cost Center
CC000987 COM Obstetrics & Gynecology CC

Pay Rate Type
Hourly

Pay Grade
University-05

Scheduled Weekly Hours
40

Work Shift

Job Description

Coordinates with Physician attendings, patients and the OR to schedule surgeries for the OGBYN. Provide administrative support to the department of Obstetrics and Gynecology.

Job Responsibilities

35% - Coordinates with Physician attendings, patients and the OR to schedule surgeries for the OGBYN. Checks Epic inbox/emails throughout day for new posting slips, verifies surgeons available OR dates and out calendar, manages surgery schedule properly to maximize OR time, coordinates with both Main OR and Ambulatory personnel to efficiently use available OR time, contacts DaVinci coordinators in a timely fashion to ensure DaVinci availability and reservation. Informs patients of their surgery workup and other required appointments. Coordinates with Financial Counseling to ensure all financial clearance is obtained prior to surgery. Works with patients to schedule an optimal time and date of surgery along with their appropriate instructions for surgery. Responsible for receiving all posting slips that are generated by the assigned department's surgeons. Schedules surgery within 48 hours of posting with the correct codes to the appropriate operating room on the hospital scheduling system (if surgery cannot be scheduled within 48 hours of posting responsible for contacting surgeon). Handles any changes that has taken place after the schedule has been completed, which includes taking care of cancellations, recalling patients, binding operating rooms for add-ons and emergency cases that are received. Will work with the Departmental residents, LPN's, patient and physicians to ensure surgeries are schedule appropriately, accurately and in a timely manner. Forwards surgery information to all appropriate areas including but not limited to Medical records, financial counseling, administrative staff and clinical staff. Responsible for adding surgery to surgeon's Outlook calendar. Responsible for sending consent forms to the OR nurse for provider signature.

15% - Maintains spreadsheet in which all data is kept regarding future cases, equipment needs, referring physician's and operating room scheduling data. This information should be kept current and available at all times to be reviewed by faculty and staff. Maintains the electronic hospital case schedule.

15% - Provide administrative support for the Gyn Oncology division. Backup for other gyn onc admin coordinator.

10% - Review the Snapboard two weeks out to verify financial counseling and precert has been done. Notify necessary parties to obtain missing information and follow up to make sure items were received in an adequate amount of time prior to surgery date.

10% - Serves as a front-line intermediary for the physicians and department. Interacts with patients, visitors as well as internal and external customers on a daily basis. Answers incoming calls to the department: helps address issues, redirects callers as needed and follows up as necessary. Works collaboratively with other administrative staff to provide optimal internal and external customer service.

5% - Contacts the appropriate faculty and their administrative assistants via e-mail or by telephone of any time that is released by any of our surgeons that are not operating on that day.

Knowledge, Skills and Abilities:

Knowledge of agency policies, procedures, rules, regulations and program services.
Knowledge of policies, procedures, rules and regulations related to the specific administrative function.
Knowledge of governmental fiscal and personnel procedures, practices and policies.
Knowledge of modern office practices, procedures and equipment.
Ability to coordinate diverse administrative functions.
Ability to establish and maintain effective working relationships.
Ability to plan, organize and supervise the work of subordinate personnel.
Ability to communicate effectively.

State/MUSC Minimum Training and Experience Requirements:

A high school diploma andfour yearsrelevant experience in business management, public administration, or administrative services;or a bachelor's degree and two years' experience in business management, public administration or administrative services.

MUSC Physical Requirements:

Ability to perform job functions in an upright position. (Frequent)
Ability to perform job functions in a seated position. (Frequent)
Ability to perform job functions while walking/mobile. (Frequent)
Ability to work indoors. (Continuous)
Ability to work outdoors in all weather and temperature extremes. (Infrequent)
Ability to work in confined/cramped spaces. (Infrequent)
Ability to perform job functions from kneeling positions. (Infrequent)
Ability to bend at the waist. (Frequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Continuous)
Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
Ability to reach in all directions. (Frequent)
Possess good finger dexterity. (Continuous)
Ability to maintain tactile sensory functions. (Continuous)
Ability to lift and carry 15 lbs., unassisted. (Infrequent)
Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent)
Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)
Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
Ability to see and recognize objects close at hand. (Continuous)
Ability to see and recognize objects at a distance. (Frequent)
Ability to match or discriminate between colors. (Frequent)
Ability to determine distance/relationship between objects; depth perception. (Continuous)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to hear and/or understand whispered conversations at a distance of 3 feet.
Must be ambidextrous.
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
Ability to work in dusty areas. (Infrequent)

Additional Job Description
A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees

Keywords: Medical University of South Carolina, Charleston , UNIV- Administrative Coordinator I- Department of Obstetrics & Gynecology, Healthcare , Charleston, South Carolina