| A. | 50% | Coordinate clinical activities for the Section Chief of Thoracic Surgery and Thoracic Surgeons in the Department of Surgery, Division of Cardiothoracic Surgery, by completing the following duties. |
| | 1. | Arrange for admissions, emergency admissions, outpatient appointments, blood tests, x-ray examinations, outpatient and inpatient surgery, testing at outside facilities (CT, echocardiogram, cardiac catheterization) as requested by the physician; requires coordination with referring physicians, patients, operating room staff, Admissions Department, surgical physician assistants, residents, and fellows. Communicate with patients, send informational forms regarding surgery and examinations and communicate with surgical physician assistants, and other hospital staff regarding surgical, testing and examination dates, special needs of patients and insurance restrictions. |
| | 2. | Maintain active clinical files on all patients for use in responding to telephone calls, medication requests, insurance questions, etc. Maintain computerized database on patients including diagnoses, surgical procedures performed, complications, and medication profile. |
| | 3. | Assure preauthorization for HMO patients with Hospital Admissions Department. Assure insurance requirements have been met prior to admission day. Often requires drafting correspondence for physician's signature, justifying the need for surgery as well as pertinent photographs. Work with third-party payers as well as Medicare, Medical Assistance, and Medicaid approval offices regarding appropriateness and justification of surgery. Often involves providing letters of justification as well as medical documentation and obtaining second surgical opinions. |
| | 4. | Serve as liaison between patients, referring physicians, nursing staff, insurers and staff surgeons. Respond to patient questions and explain program procedures, such as explaining the series of events that are involved in preparing for and following up with procedures of cardiothoracic nature to patients and referring physicians. Coordinate prescription requests. |
| | 5. | Coordinate outpatient postoperative clinic visit for patients. Direct abnormal test results to appropriate medical personnel. |
| | 6. | Complete all insurance, disability rating, worker's compensation and miscellaneous forms by
reviewing patient medical records, completing form and presenting to surgeon for signature.
Communicate with patient, physician, insurer and worker's compensation division.
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| | 7. | Transcribe weekly clinic notes. Distribute to appropriate personnel. Update medical record chart
with appropriate documentation of clinic visit. This requires in-depth knowledge of medical
terminology as well as computer software programs. |
| | 8. | Assist with determining whether patient qualifies for procedures performed by certain doctors. Send educational materials to patient (i.e. pamphlets, videotapes, etc.) regarding surgery, examinations, testing requirements, etc. Educate patient on specialized procedures performed. |
| | 9. | Prior to clinic appointments, send patients reminder letters and clinic forms required for visit.
Explain preoperative requirements and expectations to patients and referring physicians in an effort to ensure a smooth procedural process. |
| | 10. | Based on clinical determination, write all patient work releases, letters to employers verifying
surgery, and medical necessity letters for surgeon's signature. |
| | 11. | Determine appropriate testing requirements and arrange tests to be completed at referring institution prior to clinic visit. Prepare orders for testing to be performed, obtain surgeon's signature and coordinate with referring institution scheduling of tests and documenting test results. Follow-up with referring institution to obtain required test results and diagnostic studies to be sent to UWHC for clinic visit to include pathology slides, radiology reports, cardiac catheterization, pulmonary function tests, etc.) |
| | 12. | Provide a time line of operative care and of the necessary requirements for admissions for cardiothoracic pre-operative, post-operative, and surgical procedures to lung transplant, cardiac as well as thoracic surgery patients. Act as liaison between patients, financial counselors and business office of University of Wisconsin Hospital and Clinics. |
| | 13. | Educate patients over the phone of the time line and pre-registration instructions (bowel prep, NPO, lab tests, x-rays, MRI, etc), leading to patient education to ensure patients understand the directions and that the tests/exams are completed correctly. |
| | 14. | Responsible for canceling and rescheduling surgical procedures, notifying appropriate personnel and adjusting patient scheduling with regard to physician commitments and availability. Schedule surgeries for patients requiring first-day surgery, ambulatory surgery, and inpatient admissions. |
| | 15. | For new, returning, and inquiring patients, document topics of conversation including admissions, surgeries, and tests scheduled that occur regularly via phone and in person contact which relate to their medical care within Healthlink/EPIC, or by communicating conversation topics to physicians and other staff. If these topics affect the procedures or scheduled appointments of the patient, contact necessary division staff and hospital personnel so that proper adjustments and documents are prepared for the appointment. |
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| B. | 30% | Serve as administrative secretary for the Section Chief of Thoracic Surgery and Thoracic Surgerons in the Division of Cardiothoracic Surgery by completing the following duties: |
| | 1. | Compose, type, and edit technical reports, diagnostic reports, lecture outlines, teaching materials, correspondence, memorandums, professional papers and miscellaneous other materials from both hard copy and tapes; photocopy and ensure proper distribution and mailing. Coordinate large typing projects with Department Publications Office. |
| | 2. | Screen and prioritize incoming calls, making appropriate referrals and taking necessary action; requires in-depth knowledge of medical terminology, surgical procedures, and research activity at UWHC. Respond to patients' questions and explain program procedures to patients and outside physicians. Respond to correspondence as necessary. |
| | 3. | Maintain a calendar of surgeon's educational, clinical, administrative, and research activities.
Schedule activities as required. Arrange for appropriate materials to be present for conferences, lectures, etc. Make travel arrangements, assure that appropriate meeting and educational arrangements are made (registration, hotel, and travel). Prepare accurate vouchers for submission for reimbursement. |
| | 4. | Schedule meetings; prepare correspondence and materials for meeting including PowerPoint displays, program handouts, etc; make necessary room arrangements and establish and maintain necessary files. |
| | 5. | Schedule and compile data for all legal requests, including expert witness testimonies, phone
depositions and video depositions. |
| | 6. | Coordinate all activities of international and national-level professional society memberships on boards and/or committees, including setting up meetings, preparing materials, and corresponding with other committee members. |
| | 7. | Maintain administrative records for multiple physicians, including abstracts, grants, manuscripts,
curriculum vitae, and reprints. Respond to all requests for reprints. |
| | 8. | Maintain administrative records for two physicians, including files, vacation and sick leave
records, etc. |
| | 9. | Schedule appropriate faculty appointments with pharmaceutical representatives. Obtain faculty signature for drug dispensing. Contact appropriate pharmaceutical representative for faculty requests of transplant-related medications as well as surgical valve instruments (St. Jude, Medtronic). This requires in-depth knowledge and understanding of transplant medications, surgical instruments and their use. |
| | 10. | Serve as public relations representative for the physicians by corresponding with the general public, organizations of which the physician is a member, and any other affiliate groups of the physician. This is done via mail, email, phone, and personal correspondence. |
| | 11. | Prepare and maintain faculty curriculum vitae. Determine appropriate information for inclusion.
Maintain up-to-date records of publications, speaking engagements, etc. |
| | 12. | Assist in scheduling, coordinating, and arranging clinical activities that are specialized programs within the Division, particularly related to the Department of Surgery's programs in lung transplant surgery for UWHC. |
| | 13. | Use in-depth knowledge and understanding of surgical procedures specific to the division to schedule, communicate, coordinate, and arrange clinical activities that are specialized programs within the Division, particularly related to the Department of Surgery's programs in Thoracic, Cardiac, and Transplant surgery for UWHC. |
| | 14. | Perform literature searches as requested by faculty. Coordinate complex requests for literature
searches with department librarian. Secure requested materials through interlibrary loan, etc. |
| | 15. | Assist in coordination of weekly thoracic surgery conference. Coordinate case management for presentation by preparing patient medical records; obtaining diagnostic test results to include radiology films, pathology slides, etc.; and preparing PowerPoint displays. Prepare
agenda and minutes from weekly meeting. Coordinate patient care as recommended at meeting and communicate results to Director. |
| | 16. | Assist with training for incoming support staff for the Division of Cardiothoracic Surgery. Serve as
resource to Division staff. |
| | 17. | Provide backup secretarial support for Division of Cardiothoracic Surgery Chairman as needed. |
| | 18. | Refer pharmaceutical representatives to appropriate department personnel for conference
appointments. |
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| C. | 15% | Coordinate educational and research activities for the Section Chief of Thoracic Surgery and Thoracic Surgerons in the Division of Cardiothoracic Surgery. |
| | 1. | Assist the physicians in maintaining their independent research programs within each physicians area of clinical expertise and research. This requires various correspondence, supply maintenance, and record keeping. |
| | 2. | Provide assistance to members of the clinical research team by coordinating patient enrollment,
patient follow-up and record keeping of health-related issues. Maintain clinical trial database and
assure that all records are kept and federal reports are filed. |
| | 3. | Through email, phone, and personal correspondence, ensure that all necessary information regarding educational and research activities is communicated to research administration, coordinators, administrators at UWHC, and any other parties requiring information needed to implement and maintain educational and research activities. |
| | 4. | Coordinate educational activities and programs for medical students, residents and fellows. Prepare agendas, attend meetings, prepare minutes. Coordinate and assist on the completion of special projects assigned by various educational committees within the Department of Surgery. |
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| D. | 5% | Assist with miscellaneous duties in the Division of Cardiothoracic Surgery including backup to other Division secretaries in their absence. |
| | 1. | Screen and prioritize incoming calls, taking appropriate messages and performing limited follow-up for information requests. |
| | 2. | Schedule inpatient and outpatient surgeries for the division as needed. |
| | 3. | Compose and ensure completion of correspondence. |
| | 4. | Perform administrative duties of the Division Secretary in her absence as requested by Division Chairman. |
| | 5. | Assist with other duties as assigned by supervisor. |
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