Executive Office & Administrative Specialist- Department of Urology

Details

Posted: 20-Mar-24

Location: Minneapolis, Minnesota

Salary: 45,427.20 - 68,161.60

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 360215

40% - Clinical and Administrative Duties for Department of Urology Physicians

• Coordinate and record all meetings and activities for Urology physicians.
• Manage and review physician google calendar weekly with physicians and director to note changes/additions.
• Coordinate and accurately manage multiple physician calendars including QGenda calendaring and other calendars
• Cancel/add clinics and OR block time for physicians according to policies, reschedule patients as needed.
• Open mail, sort accordingly.
• Answer phone calls promptly and triage or handle with superior customer service skills.
• Complete FMLA, workers comp forms, workability forms and other patient related documents as appropriate for physician, work in collaboration with clinic nursing teams.
• Work closely with clinic nurse to ensure physician has seen all results, and has communicated to the patient.
• Monitor operating room billing, record and manage OR case logs when applicable
• Prepare operating room cases for surgical planning sessions as directed by each physician.
• Schedule, plan, and manage student, faculty, and visiting physician and professor observation requests for multiple sites
• Transcribe clinical information as requested and file to electronic medical record.
• Maintain files, including but not limited to computer files, photo files, and paper files. 

40% - Academic Duties for Depatment of Urology Faculty

• Transcribe journal articles, journal reviews, manuscripts, and correspondence.
• Arrange travel per department policy and process.
• Maintain and keep current all physician documents such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications etc.
• Organize itinerary and travel file and adhere to domestic/international travel process.
• Submit receipts for reimbursement and maintain log of all expenditures and dollars received according to University travel and hospitality policy.
• Track and record CME activities/update credentialing information/update Curriculum Vitae and prepare annual review and department metrics.
• Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etc.
• Administratively support weekly academic conferences as requested.
• Track, record, and maintain organization and society memberships for physicians as requested.
• Manage, prepare and support physician promotion and tenure process.
• Manage, prepare, and support MOC Board certification and re-certification process.
• Other academic duties as needed and assigned by physician and supervisor.

20% - Serve as a Liaison for Requests, Policy/Procedure Questions, and Problem Resolution

• Work with patients on a daily basis to assist with appointment scheduling, and direct them to proper departments to request medical records.
• Serve as liaison between patient and medical staff when the medical staff is not available.
• Work with other departments to schedule patient appointments.
• Work quickly and with little direction and instruction on assignments and projects as requested.
• Manage and coordinate search committee process support, visiting professors, and other department events as requested.
• Work with attorneys to schedule meetings, dispositions, and trial appearances including but not limited to initiating appropriate billing charges and collecting charges for services desired. 
• Act as department resource including front desk coverage when needed.

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Proficient in computer systems,such as Excel, PowerPoint, Microsoft Office, Google Calendar/Suite

Preferred Qualifications:

• Previous experience with electronic medical record systems and electronic transcription equipment.
• Administrative Assistant experience in a healthcare or academic environment
• Experience with board certification
• Familiarity with promotion and tenure process

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About University of Minnesota Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
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