| A. | 50% | Coordinate clinical activities for surgeons in Department of Urology. Requires coordination and independent decision-making with referring physicians, patients, operating room staff, admissions, other administrative offices, residents, and faculty members involved. |
| | 1. | Coordinate initial consultation appointments for patients with referring physicians. Independently screen required clinical information given by the referring physician and assist in determining which urologic specialist would be appropriate for the patients initial consultation appointment at UWHC, AFCH, or 1 South Park St. Clinic. Maintain contact with referring physician regarding consultation visit. Gather all pertinent patient information including pathology slides, radiology films, medical records, etc. for availability at the time of consultation. |
| | 2. | Liaison between clinic staff and physicians to ensure medical record documentation is complete. Requires coordination with referring physicians, patients, operating room staff, Admissions Department, other administrative offices, residents, and fellows. |
| | 3. | Liaison between insurance companies and Hospital Admissions Department to facilitate precertification of surgical procedures. Sometimes requires drafting correspondence for physician signature, justifying the need for surgery. Work with insurance companies 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. | Independently complete additional insurance forms, i.e., disability rating, workers compensation, and miscellaneous forms by reviewing patient medical records, completing form and presenting to surgeons for signature. Communicate with patient, physician, insurer, and workers compensation division. Based on clinic determination, prepare patient work releases, letters to employers verifying that employees are having surgery, and medical necessity letters. |
| | 5. | Respond to questions from patients by explaining program procedures and provide patient care and medical status information to referring physicians.Based on clinical determination, write patient work releases, letters to employers or companies (i.e. airline) verifying surgery, and medical necessity letters for physician signature. |
| | 6. | Responsible for canceling clinic or operating room days for faculty physicians when a
scheduling conflict arises. Coordinate with physician alternate clinic or operating room days to
accommodate cancellation. |
| | 7. | Liaison between patients and financial counselors and business office of UW-Health. Facilitate communication and resolution of financial issues. Coordinate UWHC, AFCH, 1 S. Park clinics, outreach clinics as well as the operating room referring physicians' operative reports, patient referral letters, dictated clinic notes, discharge summaries, dictated consultations, hospital and shadow charts. Manage referring physician correspondence and patient record maintenance of patients seen to assure appropriate charts have been dictated by the physician. Ensure proper processing of patient billing and insurance forms for outreach clinics. Coordinate with clinic staff (nurses, technicians, physician assistants and nurse practitioners) records of all patients seen to assure all appropriate charts are dictated by the physician.Transcribe clinical notes at the physician's request. Review medical record chart to ensure inclusion of pertinent medical information for completeness. |
| | 8. | Ensure proper processing of patient billing and insurance forms for Outreach Clinics. Assure accurate and complete billings are prepared. |
| | 9. | Maintain clinical files as needed for physician faculty. Utilize Health Link to answer questions including diagnosis, complications, surgical procedure performed, scheduled appointment date, etc. Compose correspondence as requested. |
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| B. | 35% | Coordinate administrative functions for multiple faculty members in the Department of Urology, supporting clinical and academic functions. Provide administrative assistance to the faculty, and several residents, fellows, and medical students. Assure the smooth functioning and flow of work while monitoring task completing and deadlines. |
| | 1. | Independently screen and prioritize incoming phone calls, make appropriate referrals and take necessary action. Requires in-depth understanding of medical and scientific terminology, surgical procedures, research activities. |
| | 2. | Open and screen physicians' mail. Respond where possible and organize for physicians. Coordinate faculty members' response on correspondence. |
| | 3. | Compose correspondence as requested. Type materials from dictated or hand-written material as requested. |
| | 4. | Schedule and maintain calendar of faculty members' education, administration, research and other professional activities. Schedule faculty meetings, research meetings, telephone conferences, and other administrative meetings and seminars. Prepare agendas and handouts and distribute to meeting participants. Arrange for special meeting needs (e.g., audiovisual aids, catering, and other meeting-specific items). |
| | 5. | Responsible for canceling clinic or operating room days for faculty physicians when a
scheduling conflict arises. Coordinate with physicians to arrange alternate clinic or operating room days to accommodate cancellation. |
| | 6. | Maintain Department and program resources for multiple faculty physicians including licenses (DEA, medical), hospital privileges, and society memberships. Manage physicians' yearly CME credits earned for submission to various requesting agencies. Maintain administrative records for multiple faculty members including vacation and sick leave records. |
| | 7. | Liaison in coordination of all activities of local, regional, national and international-level professional society memberships on boards and/or committees. |
| | 8. | Schedule appropriate faculty appointments with pharmaceutical representatives. Obtain faculty signature for drug dispensing. Contact appropriate representative for faculty
requests of urologic-related medications and/or equipment. This requires in-depth knowledge and understanding of urologic medications and the type of urologic equipment used. |
| | 9. | Prepare and maintain faculty curriculum vitae. Determine appropriate information for inclusion. Maintain up-to-date records of publications, speaking engagements, etc. |
| | 10. | Make travel arrangements; assure that appropriate meeting and educational arrangements are made. Arrange materials to be present for conferences, lectures. Prepare vouchers for submission for reimbursement ensuring adherence to established guidelines. |
| | 11. | Assure completion of typing and editing of manuscripts, abstracts, research proposals, reviews and grant applications. |
| | 12. | Schedule educational meetings and seminars. Prepare agendas and handouts and distribute to meeting participants. Arrange for special meeting needs (e.g., audiovisual aids, catering, and other meeting-specific items). |
| | 13. | Schedule and compile data for legal requests including expert witness testimonies, phone depositions, video depositions. |
| | 14. | Assist with other duties as requested by supervisor, such as photocopying or supply orders. Adminstrative support for the Department of Urology including coverage for other administrative support staff, Department Chairman, Department Administrator, other Urology faculty members, and Urology fellow(s). |
| | 15. | Assist with training for incoming administrative support staff for the Department of Urology. Serve as resource to Department faculty and staff. |
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| C. | 10% | Coordinate research activities for multiple faculty members. |
| | 1. | Independently coordinate the editing and formatting of research abstracts, papers, chapters; submit to reviewers, publishers, professional organizations, and repositories. Prepare grant application to include technical typing/editing of the proposed grant. This requires in-depth knowledge of medical terminology and computer software programs. Track deadlines for book chapters, manuscripts, abstracts and grant applications. Respond to requests regarding this information and act as liaison between publishers, lab personnel, co-authors, and Research Administration.
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| | 2. | Assist principal investigators with organizing and preparing data for all progress reports required by the granting agency. Secure factual information which requires collaboration with Department Research Administration and reference to a variety of sources including files, records, publications, etc. |
| | 3. | Maintain academic files to include abstracts, manuscripts, research proposals and reports, reviews and reprints of publications. Respond to requests for reprints. |
| | 4. | Assist in maintaining an independent research program. Coordinate preparation and submission of various forms and correspondance related to research projects to the funding agency with Department Research Office. |
| | 5. | Provide administrative support for lab personnel. Schedule research surgical procedures with department research personnel and principal investigator. |
| | 6. | Schedule research meetings and seminars. Prepare agendas and handouts and distribute to meeting participants. Arrange for special meeting needs (e.g., audiovisual aids, catering, and other meeting-specific items). |
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| D. | 5% | Assist multiple faculty members in the administration and coordination of the Department's educational missions. |
| | 1. | Coordinate Department of Urology events and meetings, including several educational programs each year. Assist with the development of various programs. Make arrangements and reservations for the visiting faculty speakers for the program. Prepare faculty lists and program agendas/itineraries. Coordinate dates, times, and places with CME coordinator. Coordinate completion of slides, videotapes, and handouts for program. Compile mailing lists for the brochure and answer special inquiries from registrants (physicians, nurses, and related healthcare professionals). Assist with the registration process. |
| | 2. | Coordinate educational activities and programs for nurses, residents, and fellows. Prepare
agendas, attend meetings, and prepare minutes. Coordinate and assist on the completion of
special projects assigned by various educational committees with the Department of Urology. |
| | 3. | Manage the maintenance, coordination and assembly of all data required for CME programs.
Submit to CME Coordinator related materials, i.e., publications, presentations, course attendance,
etc. |
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