Administrative Secretary

Under the guidance of the Division Director for Facial Plastic Surgery, and accountable to the Department Administrator, this position will have a primary responsibility to provide Administrative, Surgery Scheduling, and New Patient Coordination support to Division Faculty members. In this capacity the position is intended to truly assist in the coordination of the Divisions clinical and academic related activities.

For Job Duties and Responsibilities associated with the Surgery Scheduling support that this position will provide, the following will be performed:

Upon being informed by the physician and clinical support staff of a patient's surgery date this position will post that surgery on applicable clinical calendars and with the facility at which the surgery is being performed.
• Obtain all required authorizations for services prior to surgery being performed.
• Collect any patient responsible balances, prior to the surgery, for cosmetic portions or other patient responsible amounts.
• Provide direction and any other information needed to patient and patient family as it relates to the surgery.
• Coordinate with referring physician offices for any surgeries involving more than just EVMS faculty members.
• Respond timely to any inquiries from patient or patients families pertaining to surgery and involve clinical staff as appropriate.
• Assist Division Medical Assistants with assuring that labs, preoperative testing and other preoperative needs are completed per Department and referring facility protocol.
• Act as a Liaison between Division faculty and Sentara OR Administration as needed.
• Assist all parties with timely responses associated with any denials that may be received for surgical procedures.
• Other duties as assigned.

For Job Duties and Responsibilities associated with the New Patient Coordination that this position will provide, the following will be performed:

• Appropriately schedule new and established patients per physician and division guidelines.
• Respond to patient referrals per Department and EVMS standards.
• Schedule established patients who call in for appointments as appropriate.
• Assist Division Medical Assistants in the collection of required Medical Records from referring physician's office and ensure that they are scanned into the Medical Record as appropriate.
• Complete a pre-registration of patient in IDX to include all appropriate fields and required insurance information prior to patients appointment.
• Ensure all appropriate authorizations for services are in place prior to a new patient establishing care within the Department.
• Send new patient conformation email to patient to include Division specific new patient paperwork.
• Trouble shoot FMH inquiries for patients that may have difficulty during the enrollment process.
• Confirm scheduling of New Patient appointments with referring physician offices and send notification of any non show patients after their appointment date.
• Call patients two days prior to their scheduled appointment reminding them of the appointment date and time and assist in answering any questions they may have.
• Assist Division Medical Assistants with preparation for Telehealth Visits per Division protocol.
• Respond to patient inquiries as appropriate and per Department policy.
• Other duties as assigned.

For Job Duties and Responsibilities associated with the Administrative support that this position will provide, the following will be performed:

• Maintain all academic calendars can clinical schedules for Division faculty members.
• Assist with registration and travel arrangements for various conferences and educational events that faculty may attend while assisting in the monitoring of travel budgets annually for each faculty member.
• Maintain credentialing for faculty members at all associated facilities in which the faculty members provide care.
• Act as a point of contact for faculty members for other individuals within EVMS, Sentara and other partner healthcare institutions.
• Assist in special projects as assigned by faculty.
• Assist with correspondence for assigned faculty.
• Review, edit and proof dictations for assigned faculty members.
• Schedule and coordinate meetings on behalf of assigned faculty.
• Assist with literature searches as needed.
• Assist assigned faculty with responsibilities for professional committees, editorial review and other academic related responsibilities. To include maintaining memberships and processing dues.
• Maintain CME, professional memberships, travel, vacation and other files as needed. To include credentialing, hospital appointments and license renewal.
• Other duties as assigned.

Candidate should possess prior administrative experience in the healthcare field. Associate's or Bachelor's degree is preferred, but not required. Must have a general understanding of insurance and various requirements of insurance as it relates to payment for professional services. Prior exposure to, and knowledge of, the cosmetic and facial plastic surgery field is strongly desired.