MUSC Health · 2 hours ago
UNIV- Administrative Assistant - Department of Ophthalmology
Charleston
Full-time
Onsite
Entry Level
2+ years expThe Medical University of South Carolina is a leading institution in healthcare education and services, and they are seeking an Administrative Assistant for their Department of Ophthalmology. This role provides comprehensive administrative support to physicians in a high-volume medical clinic, ensuring efficient operations and excellent patient communication.
Health CareHospitalMedical
Responsibilities
Provide direct administrative support to 4–5 full-time physicians
Review clinic schedules one week and three business days in advance to identify mis-scheduled patients or template issues
Notify patients of mis-scheduled appointments and assist with correct rescheduling
Manage physician clinic templates, including template changes and overbook approvals. Work with registration on how to schedule physicians and their scheduling parameters. Schedule patients that registration or the PAC are having difficulty scheduling
Prepare, submit, and track all clinic change requests and approvals to ensure timely processing
Coordinate clinic cancellations, ensuring all cancellations are requested and finalized a minimum of 45 days in advance of the clinic date. Utilizing Qgenda and/ or CCR form
Release holds ahead of clinic date
Review schedules against the Master schedule to avoid any scheduling errors
Serve as the liaison between physicians, scheduling teams, and clinic staff to ensure clinic efficiency and access to care
Independently performs other administrative duties as needed with the ability to handle all routine situations with expertise. Must know how to use discretion and tact in dealing with faculty, colleagues, and patients. Ability to recognize a potential problem and find a solution with minimal supervisor assistance. Excellent interpersonal as well as customer service skills
Demonstrate proficiency in all required Department of Ophthalmology and MUSC applications, including QGenda, CCR, EPIC, Excel trackers, and other systems necessary to support operational and administrative functions
Monitor and manage EPIC In Basket messages, including but not limited to phone messages, staff messages, CC’d charts, patient advice notifications, and referral messages
Ensure all incoming phone messages (direct and EPIC-based) are addressed within 1–2 business days
Document all patient communication attempts in EPIC using a telephone encounter
Make a minimum of two documented attempts to reach patients when required
Handle all phone calls in a professional, courteous manner, providing timely follow-up through resolution
Sign into the Cataract Referral Queue to answer patient calls and schedule new cataract consultation appointments
Ensure all cataract-related calls received during business hours are answered on the same business day
Respond to after-hours calls (received after 5:00 p.m.) on the following business day
Schedule all in-office procedures for assigned physicians
Notify patients of any applicable elective or out-of-pocket fees prior to procedures
Log elective fee information on the designated elective surgery Excel tracking form for Financial Counseling review and collection
Coordinate with Referral and Financial Counseling teams to ensure referrals, authorizations, and financial clearances are in place prior to procedures
Communicate with revenue cycle teams regarding elective services, billing concerns, and payment issues
Oversee and support Financial Assistance Program (FAP) and Coordination of Benefits (COB) requests as applicable
Work collaboratively with the Operating Room scheduling team to resolve scheduling conflicts and concerns
Partner with physicians, residents, faculty, administrative leaders, and clinical teams to support clinical operations
Handle all correspondence, including patient letters, physician requests, vacation requests, clinic cancellations, and travel itineraries
Prepare and submit all required approval forms related to correspondence and scheduling
Manage physicians’ calendars, office files, surgery schedules, certifications, and licensure documentation
Schedule and coordinate meetings and other group activities as needed
Respond to or route routine internal and external inquiries using independent judgment and appropriate messaging
Independently perform additional administrative duties as assigned by the Department Administrator
Demonstrate discretion and tact when working with faculty, colleagues, and patients
Work with community partners to schedule patients as requested
Adapt to changing priorities, including the implementation of innovative processes and additional responsibilities as operational needs change
Identify potential issues proactively and implement solutions with minimal supervisory guidance
Maintain excellent interpersonal, organizational, and customer service skills
Crosstrain in additional medical specialties to ensure continuity of operations when coverage is needed
When covering for another team member, assume full responsibility for their daily duties and assigned tasks
Assist with Training front desk on clinic scheduling
Any of other duties as assigned by Administrative Supervisor and or Department Administrator
Qualification
Required
A high school diploma and two years' work experience that is directly related to the area of employment
Ability to perform job functions while standing
Ability to perform job functions while sitting
Ability to perform job functions while walking
Ability to work indoors
Ability to work outdoors in all weather and temperature extremes
Ability to work in confined/cramped spaces
Ability to perform job functions from kneeling positions
Ability to bend at the waist
Ability to squat and perform job functions
Ability to perform 'pinching' operations
Ability to fully use both hands/arms
Ability to perform repetitive motions with hands/wrists/elbows and shoulders
Ability to reach in all directions
Possess good finger dexterity
Ability to lift and carry 15#, unassisted
Ability to lift objects from floor level to height of 36 inches, to 15#, unassisted
Ability to lower objects, to 15#, from height of 36 inches, unassisted
Ability to push/pull objects to 15#, unassisted
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes
Ability to see and recognize objects close at hand
Ability to see and recognize objects at a distance
Ability to match or discriminate between colors
Ability to determine distance/relationship between objects; depth perception
Good peripheral vision capabilities
Ability to maintain hearing acuity, with correction
Ability to hear and/or understand whispered conversations at a distance of 3 feet
Ability to perform gross motor functions with frequent fine motor movements
Ability to work in dusty areas
Preferred
Prior administrative experience in a medical or healthcare setting preferred
Proficiency with EPIC or similar electronic medical record systems strongly preferred
Strong organizational skills with the ability to manage multiple priorities and deadlines
Excellent written and verbal communication skills
High level of professionalism, confidentiality, and attention to detail
Ability to work independently and collaboratively in a fast-paced clinical environment
Demonstrates flexibility and a positive attitude when adapting to new tasks, responsibilities, and evolving workflows
Company
MUSC Health
MUSC Health provides health-care services through its patient- and family-centered care, education, research, and various partnerships. It is a sub-organization of Medical University of South Carolina.
Founded in 1824Charleston, South Carolina, USA
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$133MKey Investors
Armadale Capital
2019-12-19Debt Financing· $133M
Leadership Team
Erik Summers
Chief Medical Officer
Recent News
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