I. Administrative: 90%
a. This individual is responsible for initiating and coordinating office support functions for the Division of Cardiothoracic Surgery including supervision required for the effective implementation of administrative policies of the Department of Surgery and inform personnel of changes or additions to existing procedures and policies. This position assists in the selection and review of support staff, trains new employees in the procedures of the School of Medicine and Department of Surgery, approves leave time and payroll, prepares and executes support staff evaluations. Backup
division office support personnel for coverage during absences, leave or vacancy.
b. Maintain awareness of Cardiothoracic Division activities. Initiate and coordinate support functions required to accomplish Divisional goals.
c. Coordinate and attend Cardiothoracic Division Meetings preparing agendas and taking minutes.
d. Transcribe various correspondence - administrative and medical.
e. Schedule meetings and/or lectures for local, state, national, and international appearances.
f. Coordinate travel arrangements, prepare and submit vouchers and requisitions for travel.
g. Compose letters and memos as directed, sign in doctor's absence.
h. Maintain records and files relative to faculty's activities, memberships, travel, committee activities, etc.
i. Monitor and maintain license renewals, membership applications for various associations, societies, and committees, journal subscriptions, and prepare vouchers and/or utilize procurement card for payment keeping all required documentation.
j. Answer and handle incoming calls in a professional manner and provide back-up for other Divisions within the Department of Surgery as necessary. This phone contact includes patient calls, visiting health agencies, insurance representatives, etc., which are then either handled or transferred to the appropriate location.
k. Screen and handle incoming/outgoing mail, prioritizing accordingly.
l. Coordinate and schedule depositions, type narrative reports, copy records, and forward fee schedule to attorneys, as necessary. Process legal fee payments.
m. Schedule and coordinate Cardiothoracic faculty daily calendars for various meetings including, hospital administration, divisional/departmental meetings, conference calls, using e-mail to coordinate most divisional/departmental activities. Electronic calendaring is used.
n. Make necessary updates to the faculty curriculum vitae.
o. Coordinate Visiting Professors for Cardiothoracic Division, making necessary travel
arrangements, creating posters, arranging faculty dinner, and submitting vouchers for reimbursement of expenses.
p. Assist in Cardiothoracic Division Faculty Recruitment by coordinating applicant interviews, creating interview itineraries, making necessary travel arrangements, organizing interview materials, and submitting vouchers for reimbursement.
q. Coordinate & revise Cardiothoracic on-call schedule in Halo and distribute to faculty, residents and office staff.
r. Assist in preparation of the monthly professional service agreement reports as needed.
s. Coordinate with the Department of Surgery Clerkship Coordinator and SIU Student Affairs student rotations/electives on the Cardiothoracic service.
t. Order and maintain supplies for Cardiothoracic Division.
u. Assist with editing, revising and printing patient brochures as needed.
v. Complete physician absence slips and submit to appropriate Department personnel for Cardiothoracic Division, notifying clinic and nursing staff if absence involves a clinic.
w. Administrative support for other cardiothoracic staff as needed and time allows.
x. Supervises and monitors the work of the Division office support specialist to ensure that academic needs and patient care is delivered in a high quality, efficient and safe manner. Directs and coordinates administrative support functions with full accountability for the results produced. Analyzes work requirements and establishes operating guidelines.
y. Manages division office support personnel, hiring, scheduling, evaluations, training and
assisting as needed.
II. Clinical: 10%
a. Receive and handle patient calls of a sensitive, confidential and/or complex nature. Properly route calls to insurance billing/personnel, appointment/reception group, nurse group, resident, or physician.
b. Send and receive patient reports via fax to/from hospitals, other physicians, and health care facilities and distribute appropriately.
c. Send communications to referring physicians following operative procedures.
d. Process and send patient documents to TouchWorks Scanning to be scanned into electronic health records.
SIU Medicine
$19.97 - $21.97 Hourly
medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan
Nov 26, 2024