Senior Medical Office Coordinator
Job ID: R0024435 | Health Services Administrative | Full Time | Charlottesville, VA
The Department of Orthopaedic Surgery, University of Virginia School of Medicine, seeks applicants for a Senior Medical Office Coordinator to join its administrative team.

The successful candidate will be responsible for providing high-quality administrative assistance to multiple physicians and physician assistants in the following aspects, including prioritizing complex issues, maintaining strict confidentiality and performing advanced administrative and office support duties at the highest level.

Responsibilities:
  • Establishes new meetings based on provided details. Cancels or reschedules meetings when requested. Maintains detailed and accurate calendar for multiple physicians, including prioritizing requests for appointments, screening calls, arranging conference calls and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.
  • Generates documents and reports based on provided guidelines. Gets input when a problem or issue is of a medical nature. Works independently and uses own initiative to make judgments and decisions. Uses good judgment daily in decision making and prioritizing duties, including scheduling meetings, dictation and transcription, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Handles crisis or urgent matters appropriately.
  • Manages patient legal case workflow between physicians and attorneys. Manages inquiries, scheduling, billing and collection for legal meetings, depositions and trials.
  • Prepares confidential correspondence, including letters of recommendation, etc., and sends to outside physicians, internal and external stakeholders.
  • Maintains knowledge of departmental, School and University administrative policies and procedures.
  • Organizes and triages phone calls appropriately. Takes accurate and complete messages that include relevant information to allow direct and efficient responses, and communicates instructions and requests with various physicians, PAs, clinic staff, attorneys, etc.
  • Serves as backup for medical paperwork completion. Interprets clinical information in patient chart and transcribes into medical forms. Documents actions and telephone calls in Epic relating to patient calls and medical paperwork as appropriate.
  • Serves as backup for referral letters. Utilizes Epic medical records to forward office notes to external medical providers.
  • Transcribes and edits dictated correspondence.
  • Manages expenditures for physicians and PAs to include making travel arrangements and processing reimbursements, purchase orders and payment vouchers.
  • Maintains a comprehensive filing system for correspondence, reports and records.
  • Keeps assigned physicians' and PAs' CVs current.
  • Organizes and expedites workflow of special projects, and initiates follow-up action appropriately.
  • Acts as a resource to faculty and administrative manager in preparing promotion and tenure applications.
  • Handles special and ad hoc support responsibilities and projects specific to the areas of responsibilities.

This is a restricted position contingent upon the continued availability of funding.

Qualifications:
  • Education:
    • High school diploma required.
    • Bachelor's degree substitutes for experience minimum.
  • Experience:
    • Five years of medical office experience required.
  • Computer Applications:
    • Familiarity with Microsoft Excel, Outlook, PowerPoint and Word required. Familiarity with Epic, Zoom and TravelUVA preferred.
  • Knowledge, Skills and Abilities:
    • Ability to represent assigned physicians and PAs and effectively communicate with senior leadership, faculty, staff and external constituents in a professional, confidential manner.
    • Ability to multitask in a demanding and complex environment.
    • Ability to work independently or as part of a team with minimal supervision.
    • Ability to work with and maintain confidentiality of patient information.
    • Considerable knowledge of medical terminology and transcription technology.
    • Must possess excellent interpersonal, organizational analytical and customer service skills (written and oral):
      • Meticulous attention to detail.
      • Ability to follow instruction, demonstrate initiative and apply both critical thinking skills and analytical thought processes to interpret faculty members' and patients' needs and respond accordingly.
      • Utilizes Epic medical records to forward office notes to external medical providers.
      • Ability to interpret/communicate information in patient chart during patient phone calls.
    • Ability to create, compose and edit written materials, maintain calendars, prioritize responsibilities in order to meet competing deadlines, apply problem-solving techniques to analyze and resolve complex situations.
    • A minimum of 4 years of administrative support experience to an executive-level position.
    • Ability to manage multiple tasks in a fast-paced, demanding and complex environment.
    • Ability to work well as a team member, as well as independently with minimal supervision.


PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.

ANTICIPATED HIRING RANGE
Commensurate with candidate's experience and qualifications with UVA benefits.

APPLICATION
For questions about the position or the application process, please contact Margaret Weeks, Academic Recruiter. This position will remain open until filled.


COVID Vaccination Requirement

Due to the scope of President Biden's Executive Order 14042 issued in early September, all University employees, including remote employees, must receive their final vaccination dose by January 4, 2022, unless they have a University-approved religious or medical exemption. The University has updated policy SEC-045 to reflect these new requirements.

If hired by the Academic Division, excluding School of Medicine, School of Nursing, UVA Physicians Group, and the Health Systems Library, you will be required to provide proof of vaccination or be willing to be vaccinated by January 4, 2022. Academic employees may apply for a University-approved medical or religious exemption.

Note: Some medical and safety-sensitive positions require vaccination and are not eligible for an exemption. For more information on how vaccination requirements will apply to you, please visit the UVA New Hire Vaccination Requirements webpage.


Charlottesville, VA
Charlottesville, VA 22903

Working here.

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Quality of Life

Charlottesville, Virginia is one of the nation’s most charming and picturesque places to live and work. Our area boasts many excellent restaurants, wineries and craft breweries; historic sites; Shenandoah National Park and Skyline Drive; and a great selection of homes in welcoming neighborhoods, as well as urban and rural locations. Public transportation is excellent, and you’re just a short drive from the beach or Washington, D.C.