| A. | 50% | Coordinate clinical activities for one to four Pediatric surgeons in the Division of General Surgery, Department of Surgery, by completing the following duties. |
| | 1. | Assist with patient admissions, outpatient appointments, x-ray examinations, CT scans, ultrasound or other tests as requested by the physicians; requires coordination with operating room staff, admissions, other administrative offices, residents, and faculty members involved. |
| | 2. | Assist in arrangements for emergency admissions, including coordination with referring physician, the Admissions office, the Emergency Room, and other appropriate service areas. Confirm arrangements and notify referring physician of patients medical status. |
| | 3. | Screen surgeons' mail, including but not limited to, insurance company requests, referring physician correspondence, patient-related letters, etc. Respond to inquiries, i.e., by communicating with the Department's Billing Office for precertifications and billing issues; prepare surgeon's response. Compose correspondence as requested by surgeons; word process dictated or draft correspondence. |
| | 4. | Assist in completing insurance forms, disability ratings, workers compensation forms, and miscellaneous forms by communicating with patient, and researching/reviewing patient medical records. Communicate with physician, insurer, and workers compensation division by researching pertinent patient information. |
| | 5. | Schedule ambulatory and in-patient surgeries for patients. Arrange admissions, emergency admissions, outpatient appointments, blood tests, x-ray examinations, and other tests as required by surgeons. Assure preauthorization for health maintenance Organization patients with admissions. Assure insurance requirements have been met prior to admit day. |
| | 6. | Make all arrangements directly with referring physicians for patients to be seen as soon as possible, review diagnostic studies, make recommendations for follow-up studies, and evaluations. |
| | 7. | Assist with patient questions and explain program procedures to patients and outside physicians. Assist with scheduling tests at other hospitals and clinics as necessary. |
| | 8. | Maintain active clinical files on all patients for use in responding to phone calls, medication requests, and insurance questions. |
| | 9. | Assist with scheduling outpatient surgical procedures for the Division of Genral Surgery utilizing an on-line computer program to support scheduling of complex surgical procedures involving multiple variables. Requires knowledge of OR policies and procedures as well as in-depth understanding of surgical procedures performed, anesthesia requirements, equipment needs, staffing requirements, etc. |
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| B. | 30% | Serve as Administrative Secretary for one to four Pediatric surgeons in the Division of General Surgery by completing the following duties. |
| | 1. | Screen, prioritize, and triage all incoming phone calls from referring physicians, patient-related concerns, etc. Requires understanding of medical terminology, surgical procedures, and patient management issues. |
| | 2. | Maintain calendars for one to four Pediatric surgeons' education, clinical, administrative, and research activities. Schedule activities as required. Arrange for appropriate materials to be presented 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. |
| | 3. | Assist in scheduling and compiling data for all legal requests, including expert witness testimonies, phone depositions, video depositions. |
| | 4. | Maintain administrative records for one to four Pediatric surgeons, including files, vacation and sick leave records, etc. |
| | 5. | Maintain academic files for one to four Pediatric surgeons, including abstracts, grants, manuscripts, curriculum vitae, and reprints. Respond to all requests for reprints. |
| | 6. | Ensure proper license renewal for faculty. |
| | 7. | Coordinate clinical and administrative support for midlevel providers as needed. |
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| C. | 15% | Coordinate research activities for up to four Pediatric surgeons. |
| | 1. | Coordinate, type and edit manuscripts, grant applications, abstracts, and publications for surgeons. Obtain permission from authors to reference published materials. Review and proofread galley proofs prior to publication to ensure accuracy. |
| | 2. | Prepare a variety of correspondence for the principal investigator to maintain the required communications and compliance with grant agencies, University and Departmental offices relating to such areas as Human Subjects, Animal Care, Biological Safety, Time and Effort reporting, budgetary matters, etc. |
| | 3. | Maintain communications with research administration coordinators and administrators at UWHC. |
| | 4. | Serve as liaison between editors, coordinators and research collaborators throughout the University. |
| | 5. | Prepare forms for faculty signature and submit to committee for review of protocols. |
| | 6. | Maintain Academic Incentive and CME files, used for faculty and staff continuing education efforts. |
| | 7. | Coordinate data searches and request publication materials through Ebling Library, specifically through the use of PubMed. |
| | 8. | Maintain databases as needed to assist with research coordination. |
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| D. | 5% | Assist the Division Chair's assistant, its members and, the Division Chairman, in the administration and coordination of the Division's activities. |
| | 1. | Assist Division Chair's assistant in organizing Division Conferences, i.e., conferences, weekly Grand Rounds. |
| | 2. | Assist in organizing and maintaining Division files on UW policies and procedures, committee meetings, section minutes, faculty and staff personnel files, and all other Division activities. |
| | 3. | Assist in preparing manuscripts, reports, correspondence, funding applications, and a full range of word processed materials for the faculty and staff; as well as provide Division's administrative and medical transcription in draft and final form, prepare for distribution. |
| | 4. | Perform administrative duties of the lead Colorectal Surgery secretary and other General Surgery secretaries in their absence, as requested by Division Chair. |
| | 5. | Coordinate computer-related training with other division administrative support. |
| | 6. | Schedule inpatient and outpatient surgeries for the Division as needed. |
| | 7. | Compose and ensure completion of correspondence. |
| | 8. | Prepare expense reports for assigned faculty. |
| | 9. | Perform other duties as assigned by supervisor. |
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