The UMN is seeking a full time Executive Office and Admin Specialist - Dept Orthopedic Surgery.


Required Qualifications:

  • High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
  • Proficient in computer systems, excel, PowerPoint, Microsoft office, google calendar
  • Previous experience with electronic medical record systems and electronic transcription equipment.
  • Demonstrated outstanding oral and written communication skills
  • Demonstrated outstanding interpersonal skills
  • Demonstrated ability to conduct oneself in a professional manner with employees at all levels within an organization
  • Demonstrated ability to work independently and make appropriate decisions with regard to workflows and deadlines
  • Demonstrated ability to adjust to changing environments with flexibility and professionalism

Preferred Qualifications:

  • Administrative Assistant experience in a healthcare or academic environment
  • Ability to work with Surgical Admin Center Finance team to resolve discrepancies in a professional and courteous manner
  • Experience with board certification
  • Familiarity with promotion and tenure process
  • Demonstrated ability to adhere to University policies and procedures

About the Job

35% - Clinical and Administrative Duties for Orthopedic Surgeons

  • Coordinate and record all meeting and activities for orthopedic surgeons.
  • Manage and review physician google calendar weekly with physicians to note changes/additions.
  • Coordinate and accurately manage multiple physician calendars including QGenda calendaring and other calendars
  • Cancel/add clinics and OR block time for physicians according to policies, reschedule patients as needed.
  • Open mail, sort accordingly.
  • Answer phone calls promptly and triage or handle with superior customer service skills.
  • Complete FMLA, workers comp forms, workability forms and other patient related documents as appropriate for physician, work in collaboration with clinic nursing teams.
  • Work closely with clinic nurse to ensure physician has seen all results, and has communicated to the patient.
  • Monitor operating room billing, record and manage OR case logs when applicable
  • Prepare operating room cases for surgical planning sessions as directed by each physician.
  • Schedule, plan, and manage student, faculty, and visiting physician and professor observation requests for multiple sites
  • Transcribe clinical information as requested and file to electronic medical record.
  • Maintain files, including but not limited to computer files, photo files, and paper files.

20% - Serve as a Liaison for Requests, Policy/Procedure Questions, and Problem Resolution

  • Work with patients on a daily basis to assist with appointment scheduling, and direct them to proper departments to request medical records.
  • Serve as liaison between patient and medical staff when the medical staff is not available.
  • Work with other departments to schedule patient appointment.
  • Work quickly and with little direction and instruction on assignments and projects as requested
  • Manage and coordinate search committee process support, visiting professors, and other department events as requested
  • Work with attorneys to schedule meetings, dispositions, and trial appearances including but not limited to initiating appropriate billing charges and collecting charges for services desired.
  • Act as department resource including front desk coverage when needed.

45% - Academic Duties for Physicians

  • Transcribe journal articles, journal reviews, manuscripts, and correspondence.
  • Arrange travel per department policy and process.
  • Maintain and keep current all physician documents such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications etc.
  • Organize itinerary and travel file and adhere to domestic/international travel process
  • Submit receipts for reimbursement and maintain log of all expenditures and dollars received according to University travel and hospitality policy
  • Track and record CME activities/update credentialing information/update Curriculum Vitae and prepare annual review and department metrics
  • Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etc
  • Administratively support weekly academic conferences as requested
  • Track, record, and maintain organization and society memberships for physicians as requested
  • Manage, prepare and support physician promotion and tenure process
  • Manage, prepare, and support MOC Board certification and re-certification process
  • Manage, prepare, and update CV in online database
  • Other academic duties as needed and assigned by physician and supervisor

To Apply for this job, click here. Please search by Job Opening ID 339375.

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