Administrative Coordinator/Executive Medical Secretary

• Work-Life Balance(no overnight shifts)
• Medical, Dental& Vision Plans
• Life Insurance
• 401(k) RetirementPlan
• Critical Illness,Accident, & Legal Plans
• Wellness Program
• Learning &Development Opportunities
• Paid Time Off
• Paid Holidays 
• Free Onsite Parking at All Locations

Location: DENT Tower, Amherst, NY

Position Summary: Under manager’s support, is responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of patient care and provider services for Dr. Jennifer McVige and Advanced Practice Providers (APP).

Responsibilities: 

• Schedule internal appointments with ancillary services, and external appointments with referral offices.
• Responds appropriately to patient inquiries and physician’s office inquiries, providing accurate and detailed information.
• Answers all calls pertinent to assigned area, directing clinical calls to appropriate clinical staff.
• Makes follow-up phone calls to patients as self, manager or provider directs.
• Review and approve dictations for provider and fax accordingly to referring physicians
• Obtain prior authorization for diagnostic testing and procedures, coordinating with appropriate ancillary service department staff.
• Scheduling, prepping, and invoicing for legal depositions/testimony.
• Data entry into EMR pertaining to the patient’s office visit; entering any prescriptions, diagnostic testing and outside procedures.
• Schedules follow up appointments for office visits and diagnostic testing done internally as well as externally and obtain authorizations for inpatient treatment in for out of network referrals.
• Prepares and maintains assigned provider’s schedule, including clinical schedule and other activities including agendas for staff and other meetings, keeping provider informed of all changes as needed.
• Performs secretarial duties for Dr. McVige and advanced practice providers in Pediatric/Headache clinic.
• Composes letters and notes for patients with insurance carriers when necessary including notes in regards to school, work, jury duty, and letters of medical necessity for insurance companies.
• Provides support by reviewing, sorting, and screening communications both written and verbal requiring action by the provider.
• Prepares, verifies and prioritizes items requiring action including but not limited to correspondence, diagnostic testing, and outside consultations.
• Works closely with Dent staff members to ensure appropriate scheduling for providers.
• Represents the Dent by displaying a respectful and caring manner with patients and their families.
• Interacts calmly, respectfully and in a friendly manner with other representatives of services at the Dent.
• Completes scheduling and clerical duties in a time efficient manner as set forth by the office manager.
• Maintains confidentiality of patient information in accordance with all HIPAA regulations.
• Interacts and cooperates with physicians and other health care professionals in assurance of accurate medical record content for physicians’ review.
• Reports errors or problems so that appropriate action may be taken for patient care.
• Assists with completing fax and scan inboxes and faxing scripts to outside facilities.
• Other duties as assigned and requested by Department Manager.

Skills & Experience Necessary: 

• General office skills, including typing skills.
• Strong planning, problem solving, organizational and interpersonal skills.
• Working knowledge of general office equipment including fax and copy machines, multi-line phone system, and personal computers
• Working proficiency with Microsoft Excel and Word programs.
• Ability to address and resolve conflict in a professional manner.
• Ability to maintain strict confidentiality.
• Ability to be flexible

Required Education         

• Associates Degree and 2 years related experience; or
• High School Diploma/GED and 3+ years related experience in a clinical setting

Compensation:

• Most candidates will start within the first quartile of the pay range
• Rates are commensurate with experience

EEO Statement 

Dent Neurologic Institute offers an inclusive work environment built on kindness and respect for all. Dent provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws as the basis for an employment decision. All qualified individuals are encouraged to apply and will receive consideration.