UNIV - Clinical Administrative Coordinator I - Department of Neurology

Job Description SummaryThe Administrative Coordinator I provides direct administrative and scheduling support for outpatient neurology clinics. This role is clinic-facing and Epic-dependent, with primary responsibility for patient scheduling accuracy, clinic flow coordination, and timely communication that supports patient access and provider efficiency. The position operates independently within established departmental workflows and MUSC policies, escalating issues that impact patient care, clinic operations, or compliance.EntityMedical University of South Carolina (MUSC - Univ)Worker TypeEmployeeWorker Sub-Type​ClassifiedCost CenterCC000985 COM Neurology CCPay Rate TypeHourlyPay GradeUniversity-GEN07Pay Range39,300.00 - 53,100.00 - 66,800.000Scheduled Weekly Hours40Work ShiftJob DescriptionMUSC Minimum Training and Experience Requirements:A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.Preferred Knowledge, Skills, and Abilities:Must be self directed individual with excellent communication and interpersonal skills. Must be a detail oriented individual with excellent organizational skills. Must be able to manage multiple tasks successfully and work collaboratively with other professionals. Requires proficiency in use of Microsoft Office (Excel, Word, Powerpoint & Access). Job DutiesClinic Coordination - 35% of Total Time (Essential)Coordinating clinic flow for all departmental outpatient and telemedicine appointments to.  This responsibility requires daily coordination internally and externally to facilitate seamless communication in a fast-paced clinical environment by utilizing appropriate MUSC mandated systems. Reviews providers schedules and recognizing potential problems to ensure adequate schedule density; schedules appropriate testing in accordance with provider referrals and progress notes; verifies complete medical records have been uploaded in advance of patient visit. Obtaining prior authorizations from insurance for out-of-state patients. Maximizes utilization of clinic appointments by monitoring clinic schedules in advance to ensure proper scheduling.  Works through waitlists, work queue lists, and in basket requests and manually schedule patients. Facilitates request of records and/or images from referring providers and uploads into Epic/Solarity (i.e. notes, imaging reports, imaging, pathology, and labs).   Monitors department fax machines and RightFax requests for outside medical records.   Responds to patient messages and resolves issues. All other administrative functions as required to support the departmental ambulatory clinic activities, which includes doctors, mid-level provides, fellows, and residents.  Verifies proper leave request approvals are obtained for providers and mid-level providers, including Chair approval, for requests less than 30 days.  Reschedules patients from cancelled clinics after approvals are obtained. Analyzes provider templates, recommends improvements and implements changes. Trains new staff members and provides backup coverage for other staff. Schedules urgent hospital follow-up appointments, new and add on clinics, and last-minute scheduling changes due to unforeseen clinic closures. Overbooks special scheduling requests from providers regarding follow up visits, post-test results, inter-department referrals, etc.).  Analyzes provider templates, makes recommendations, and requests changes. Completes various forms (FMLA, LTD, STD, DME) for continuity of patient care.  Coordinates scheduling activities with clinical providers and staff to ensure patient messages are answered in a timely fashion and issues resolved.  All other scheduling activities related to both in-person and virtual visit types. Provides concierge services for out of state patients.Attends and meets with providers at least once a week, virtually or in person as clinic/office.Sends correspondence for no show appointments/cancellations. Scheduling & Message Coordination - 35% of Total Time (Essential) Assist with divisional scheduling activities to include facilitating or manually:Manage and maintain accurate provider clinic schedules in Epic, including new patient, return patient, in-person, and virtual visit types.Monitor and work Epic waitlists, bump lists, and scheduling work queues to optimize clinic utilization.Coordinate rescheduling of patients due to provider leave, call coverage, or clinic cancellations once approvals are obtained.Block and unblock clinic templates as directed to ensure schedules remain accurate and compliant. Schedule last-minute work-ins and emergent visits in coordination with providers and clinic leadership.Monitor Epic inboxes, emails, and Teams messages related to scheduling requests and patient access.Track and provide routine updates on next available new patient and return visit appointments. Ensure scheduling activities are aligned with established provider templates and departmental access standards.Reviewing provider schedules to ensure adequate schedule density, if there are openings in schedules, work through the waitlist.   Answer and triage a high volume of patient and business calls and/or messages in a professional manner.Take accurate information, triaging and troubleshooting patient messages, forwarding to providers for assistance.  Follow-up as needed.Work collaboratively with nursing units, co-workers, and other departments/offices to optimize patient care.  Administrative Coordination - 30% of Total Time (Essential) Arranges travel for Program physicians, to include conference registration, create materials as needed for presentations, make flight, car, and hotel arrangements, create itineraries, gather receipts and agenda to prep reimbursement form for travel.Maintains Outlook calendars, coordinate meetings and conferences