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:

500145 Solid Organ Transplant SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URC 205 H

Compensation Range:

$19.62 - $26.49

Responsibilities:

With minimal direction and considerable latitude for independent judgment, performs complex secretarial and administrative duties in a fast paced complex multi-disciplinary team environment. Responsible for supporting the clinical team who manage and triage potential transplant recipients, living donors, and other medically complex patients seeking care from the transplant team. Participate in quality improvement projects and act as a resource to the other Pre-Transplant Specialists. Requires knowledge and understanding of UNOS and CMS regulations to ensure program compliance.

ESSENTIAL FUNCTIONS

•  Referral Intake & Scheduling
  • Manage the intake of new referrals through various sources including eRecord work queue, faxed referrals and phone calls from outside providers.
  • Enter new patients into multiple systems including eRecord as well as internal transplant spreadsheets.
  • Obtaining financial data to facilitate scheduling and financial approval.
  • Schedule required testing using knowledge of organ acquisition requirements to determine whether testing is scheduled as organ acquisition billing or billed to insurance.  Obtain prior authorization if needed.  Testing and multidisciplinary appointments are scheduled to accommodate patients. This process requires scheduling multiple appointments into a one to two-day time slot while working around multiple scheduling logistical issues including patient dialysis appointments, specialist availability and extra consideration for those who travel from outside our service area.
  • Create schedule for transplant evaluation which includes eRecord appointments for surgeons and physicians on the team as well as non-eRecord appointments for allied health providers including RN Coordinator, APP, social work, nutrition, financial counseling and other allied health providers as needed.  

• Pre-Transplant Coordination & Waitlist Maintenance
  • Obtain medical records and information from PCP and referring physician for pertinent information such as MRI, CT scan, pathology reports, dialysis information etc.
  • Schedule follow-up testing, clinic appointments and wait list updates for pre-transplant patients as directed by the Transplant Clinical Coordinator and by following established protocols.
  • Assist with Support for Wait List Updates – Track down needed documents, test results to maintain wait list status; Schedule required testing using knowledge of organ acquisition requirements to determine whether testing is scheduled as organ acquisition billing or billed to insurance

• Correspondence and Medical Record Management
  • Type patient letters with accurate, complete information in compliance with UNOS and CMS regulations.
  • Document testing and communicate pertinent information to patient. Using independent judgment send letters by regular mail or federal express if patient is scheduled in a short time frame. Also use My Chart to send letters and communicate via telephone when required. 
  • Update patient and physician demographics in eRecord. Accurate patient and referring physician information is critical for ensuring a patient is reachable in the event of an organ offer.
  • Manage standing order process for listed patients including tissue typing, regular blood draws and annual testing.
  • Working with the clinical transplant coordinator group, maintain and update patient information packet and education materials ensuring that patients are receiving up to date information that reflects current regulatory requirements.

• Patient Liaison
  • Participate in the phone answering system (ACD) to ensure patient phone calls are being addressed in a timely manner
  • Assesses calls to understand patient needs, prioritizes medical concerns and obtains responses from providers and follows up with patient.
  • Document phone calls and patient interactions in eRecord system
  • Contact patient for updates or lab draws upon request of coordinator

• Meetings
  • Meet with coordinator/APP team on a regular basis. 
  • Attend monthly staff meeting, QAPI meetings, and other meetings as requested
  • Participate in a QAPI project

• Performs other related duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma and 2 years of relevant experience required
• Or equivalent combination of education and experience
• Associate’s degree in Medical, Secretarial or related field preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Technical: The ability to type, operate standard office equipment including computer, calculator, telephone, facsimile, computer skills on Microsoft Office Suite (Word, Excel, Office, PowerPoint), and EPIC preferred.
• Team player:  Experience working in a team setting is preferred.  This position requires a high level of interaction with many different team members including other pre-transplant specialists, nurses, APPs, physicians, surgeons, social workers, nutritionists, pharmacists, financial counselors and administrators.  Must be comfortable raising concerns and speaking up in team meetings.
• Medical Terminology, experience with surgical/appointment scheduling software and electronic medical records preferred.
• Demonstrated customer relations skills, strong interpersonal and communication skills, including written communication required.
• Strong attention to detail and organizational skills 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.