Administrative Services Coordinator CPUP - Cardiac ...

Description Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines. Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work? Job Title: Administrative Services Coordinator CPUP Department: Cardiac Electrophysiology Location: Hospital of the University of Pennsylvania- 3400 Spruce St (Clifton Center of Medical Breakthroughs) Hours: Full Time Summary: + The Administrative Coordinator for the Director of the Electrophysiology Program at HUP is responsible for supporting a heavy volume clinical practice. The incumbent will provide expertise in administrative and project coordination, communications, and event management. The Administrative Coordinator is a key point of contact for important clinic operating functions such as responsible for all patient care responsibilities from scheduling patient office visits in multiple locations, coordinating and scheduling EP lab procedures, to communication back to the referring physician for the EP program director. Managing the epic schedule for multiple locations and calendars. Implementation and management of follow-up items from meetings, and maintaining administrative oversight of meeting schedules in a highly dynamic and complex setting. Programmatic responsibilities as assigned. Tech savvy individual with high organizational skills, excellent communication skills, follow through, and critical thinking. Leadership capabilities. Very heavy call volume practice. Cross covering additional physicians in the practice, as needed. Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents and requests reimbursements. + The Administrative Coordinator manages routine office administrative functions, as well as provides high-level programmatic support as needed. Assists the Electrophysiology Program at the University of Pennsylvania Health System in maintaining a patient/customer focus, supports the delivery of high quality care, shares a passion for patient and customer-centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets. + This position is an advancement for an Administrative Assistant that is looking for the next step in his/her career that likes complexity and high work volume. Responsibilities: Oversight and Lead Responsibilities u2022 Independently owns, prioritizes and initiates implementation of assigned work functions u2022 Serves a point of escalation for Admin Services team. u2022 Participates in and supports select projects to be determined by leadership u2022 Evaluates and manages workload distribution of the Admin Services staff u2022 May assist with recruitment, onboarding, performance evaluations and performance management of Admin Services staff per practice needs Clinical Duties u2022 Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances. u2022 Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed. u2022 Ensures diagnostic testing and other evaluations are completed before visit if applicable. u2022 Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. traveling to clinic location if applicable. u2022 Schedules required procedures and OR/Lab for patients at provideru2019s direction. u2022 Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages. u2022 Responsible for the timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure u2022 Processes medication refill requests, triaging to appropriate clinical staff. u2022 Coordinates and schedules cases with medical equipment representatives as required. u2022 Completes medication authorizations and obtains prior authorizations for procedures. u2022 Obtains medication pricing and coverage information for patients. u2022 Initiates Tier 1 prescription exemptions as needed. u2022 Schedules tests, procedures, and other clinical follow-up services as requested by the providers. u2022 Completes medical records requests. u2022 Handles all patient correspondence, including myPennMedicine messages Admin Duties u2022 Answers and screens all phone calls and patient inquiries. Take appropriate messages/delegate to appropriate staff. u2022 Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours. u2022 Maintains physician Epic template. u2022 Attends and take minutes in meetings when necessary. u2022 Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses. u2022 Updates CVs in FEDs. u2022 Create/Edit and distribute letters per attending physician direction. u2022 Coordinates submission and approval of journal articles and permissions as directed u2022 Coordinates visits for visiting scholars. u2022 Coordinates visits and interview schedule for the recruitment of faculty u2022 On Call Schedule Management with the ability to enter and make changes to the call schedule in appropriate system, Qgenda, etc Billing Duties u2022 Use the correct CPT code for scheduling procedures/surgeries/admissions and link correct primary diagnosis u2022 Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes. u2022 Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals. u2022 Ensures all pre-registration items are completed to allow for timely and complete billing Research Related Responsibilities u2022 Interact with individuals/patients associated with clinical trials as well as supply information to patients enrolled in these studies. u2022 Schedule follow up studies as directed by the trial protocol. u2022 Coordinate submission and approval of journal articles, manuscripts and permissions as directed. Special Projects u2022 Training of staff and mentoring new team members u2022 Update of procedural manual u2022 Special assignments in regards to fellowship etc u2022 Subject Matter Expert in specific area(s) u2022 Performs duties in accordance with Penn Medicine and entity values, policies, and procedures u2022 Other duties as assigned to support the unit, department, entity, and health system organization Education or Equivalent Experience: + H.S. Diploma/GED (Required) + 5+ years Medical office experience, or 5 years of customer service experience. Related clinical office experience required. Prior customer service or insurance verification experience in a healthcare setting preferred. A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience. + Bachelor of Arts or Science (preferred) + Previous experience in an executive staff support or program development role We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives. Live Your Life's Work We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law. REQNUMBER: 293220

Created: 2025-11-15