Ancillary Services Administrative Support Specialist

Ancillary Services Administrative Support SpecialistUrology of Virginia (UVA) has a long history of providing comprehensive and quality care to the entire Hampton Roads region, including northeastern North Carolina. Our clinical care team consists of board-certified urologists, most of whom are fellowship-trained, nationally recognized, awarded, and published. Working in a team-based environment, our mission is to help patients optimize their urological health.The Ancillary Services Administrative Support Specialist at Urology of Virginia responsibilities include coordinating scheduling, obtaining authorizations, and tracking diagnostic imaging procedures. This role also supports patient call-backs, manages high-volume phone communications efficiently, and ensures timely retrieval and accurate abstraction of imaging results into the electronic medical record (EMR) system. Additional duties include performing a variety of administrative tasks and delivering exceptional customer service, all while maintaining strict compliance with HIPAA and Corporate Compliance guidelines.Duties and ResponsibilitiesPhones: answer the telephone within 3 rings in a courteous and friendly manner, directing the caller to the appropriate person or completing the request made by the caller. Checks individual voicemail box hourly. Returns calls on the same day. Leaves no voice messages in the mailbox at the end of the dayInform manager and physician of any potential conflicts or patient complaints/concerns.Utilize electronic medical records for documentation and charting all patient information to include but not limited to phone encounters, appointment-scheduling, provider imaging orders, etc.Scan or abstract results into current EMR system and route to ordering physician for reviewCoordinate imaging:Schedule imaging at patient/physician preferred facility, if future order, utilize system to be sure to schedule patient laterPerform any prior authorizations needed per facility/insurance requirements.Make sure patient has scheduled follow up appointments as needed to go over resultsCommunicate directly with physician if appropriate diagnosis codes are not clearCoordinate with clinical/secretarial staff as needed for patient concernsHave an organized tracking system to make sure imaging is completed in appropriate time frame and results are entered in chart and routed to ordering physicianObtain STAT imaging as needed per physician requestCheck current EMR inbox several times daily for physician/staff orders or communicationPerforms other duties as assigned by manager or director while maintaining a helpful attitudeRequirementsHigh School graduate or equivalentStrong oral and written communication skills for corresponding with physicians, patients, and fellow employeesMust be able to multi-task, excellent organizational skills