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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:

500189 CVSL Cath & EP & Holding

Work Shift:

UR - Day (United States of America)

Range:

UR URC 205 H

Compensation Range:

$19.62 - $26.49

Responsibilities:

Under the general supervision of the Clinical Administrator Manager of the Cardiac Specialties, the Physician Support Specialist performs complex administrative and operational duties in support of invasive and non-invasive cardiac procedural services. This role coordinates scheduling, referrals, insurance authorizations, clinical documentation, and patient logistics for Cath/EP, vascular, heart failure, and structural heart programs.
The incumbent serves as a primary liaison between patients, referring providers, insurance carriers, and internal clinical teams to ensure timely, accurate, and efficient preparation for procedures. This position exercises independent judgment in triaging communications, applying scheduling protocols, securing required documentation, and supporting revenue cycle integrity.

ESSENTIAL FUNCTIONS

1. Scheduling & Procedural Coordination

• Independently identifies and adheres to scheduling protocols for Cath/EP, vascular, heart failure, and structural heart procedures.
• Confirms case dates with patients and referring offices.
• Facilitates hospital admissions and coordinates inter-facility transfers.
• Coordinates overnight accommodations, transportation, and other patient-specific logistical needs.
• Prepares charts and procedural documentation.
• Manages Cath/EP waiting room operations including patient and family intake.

2. Insurance Authorization & Revenue Cycle Support

• Obtains insurance authorization for designated EP and cardiac procedures.
• Gathers required clinical documentation and anticipates payer requirements to prevent denials.
• Coordinates with internal prior authorization teams and insurance carriers.
• Documents authorization status within EMR and communicates outcomes to stakeholders.
• Supports appeals and compiles documentation for denied claims when applicable.

3. Communications & Triage

• Triage incoming calls, determine urgency, and route to appropriate clinical or administrative resources.
• Communicate scheduling sequence and procedural expectations to patients, providers, vendors, and referring physicians.
• Provide limited procedural preparation instructions within scope of role.
• Complete follow-up communications with callers and external offices.

4. Referral & Clinical Information Management

• Obtain referral information and ensure completeness prior to scheduling.
• Gather laboratory data and ancillary test reports from outside providers and facilities (including outside the Rochester region).
• Review charts for missing orders and pend for provider review when appropriate.
• Ensure all required documentation is available for procedural readiness.

5. Front Desk & Patient Support Services

• Intake patients and families in Cath/EP waiting area.
• Triage questions from patients and families during procedural care.
• Maintain organized filing and case documentation.

6. Cross Coverage & Special Projects

• Perform cross coverage for other administrative staff.
• Complete miscellaneous duties and special projects as assigned by leadership.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma or equivalent required
• Minimum of 2 years of relevant experience required; or an equivalent combination of education and experience required;
• or equivalent combination of education and experience required

KNOWLEDGE, SKILLS AND ABILITIES

• Experiences with surgical/appointment scheduling software and electronic medical records preferred. Demonstrated customer relations skills.

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.