Serve as the office's supervisor for the administrative staff. In the role of supervisor, theywill also function as the front line support staff to receive staff, patients and outside offices both bytelephone and in person for their Dermatopathology needs. This position serves as the supervisorfor day-to-day advocacy and troubleshooting for patients, patients' families, referring physiciansand third party carriers with regard to patient-related issues. The incumbent in this position isknowledgeable and competent in all support function jobs in the office, providing a wide variety ofadvanced clerical and secretarial support to the practice. These tasks include but are not limited todaily transcription, filing of slides, delivery or processing of specimens, physician support,maintaining office inventory, working with outside contributing offices and contributing to ateamworkenvironment in the office setting. The supervisor will serve as a role model for other employees related to professionalism and effectiveness in the workplace.
Specific Duties & Responsibilities
Coordination of dermatopathology/medical office activities in support of patient care services,telephone answering, scheduling specimen pickups/deliveries, coordinating consults needed from outside of department.
Ensures effective interpersonal communication by answering all calls within 3 rings, minimizing caller's time on hold and speaking with everyone in a friendly and helpful tone.
Answers and triages all calls received. Answers questions where appropriate and determines if physician response is required. Relays all messages to appropriate personnel with effective written communication.
Identifies possible emergency calls from internal or external physicians and notifies physician or handles emergency /urgent reading requests as appropriate.
Relays information as directed by physicians or supervisor regarding.
Accessions cases that arrive in Dermatopathology to ensure proper billing is initiated.
Transcribe dictations from pathology faculty.
Assures all patient and physician correspondence and messages are transmitted to correct areas or personnel in a timely manner to streamline patient processing and promote excellent patient service and care.
Assists patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
Utilizes knowledge of dermatopathology and requirements of third party payors to provide appropriate documentation to assure authorization/ certification for medical services.
Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
Maintains familiarity with various types of medical insurance.
Assists with resolution of billing problems, referring to supervisors or billing representatives as indicated.
Ability to cross cover as back up in other support positions, including front desk, accessioning and transcription as needed/ directed by manager.
A comprehensive understanding of all procedures, systems and services within the divisions diverse operating components.
Ensure all tasks are being completed in a timely manner and fill in as needed based on workload or employee absences.
Maintain schedules for faculty and staff and ensure the office is always appropriately staffed.
Problem solving skills: an ability to independently anticipate or identify problems, develop solutions and oversee the implementation of solutions.
Responsibility over hiring, firing and employee discipline.
Maintains all quality assurance data for the division.
Tracking all QA discrepancy sheets
Entering HERO’s for the division
Maintaining records of all amendments and canceled cases per CAP regulations.
Provides administrative support to all division faculty.
Assists with faculty calendar maintenance, schedules appointments and takes steps to ensure coordination between physician meeting/time off and clinical responsibilities, reporting problem areas to management.
Coordinates sign out schedules, as directed by medical director.
Operates office equipment such as computer, copier, fax and calculator.
Works with the billing office to resolve billing problems/ questions.
Process purchase orders.
Pays bills, reimburses travel expenses.
Order, maintain office supply inventory, including cost effective reordering.
Responsible for coordinating the dermatopathology fellowship program under the direction of the faculty fellowship director. Includes handling application process, coordinating interviews, preparing and distributing correspondence.
Works with national Matching System and Johns Hopkins Graduate Medical Education office and the ACGME as needed for fellowship.
Schedules interviews for fellowship program.
Completes forms and documentation for fellow applicants per university protocols.
Coordinatesfellowship schedules, activities and education as directed by fellowship director.
Filingof slides, preparation of consult paperwork, returning consult slides, loose note filing, back up pulling and filing as needed for coverage.
Acts as liaison to clinical management.
Assist in the hiring of new employees via ad placement and organize interview process.
Coordinate the orientation/training of new employees.
Consistently work in a positive and cooperative manner with fellow staff.
Assist other employees in the performance of their assignments.
Seek out opportunities to help rather than waiting to be asked.
Consider the impact of one's own actions on other staff throughout the division and department.
Recognize the need for variations in staffing.
Demonstrate flexibility to perform duties wherever volume deems it necessary within the system.
Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.
Investigate and follow through on unusual orders or requests for service or information.
Follow proper reporting procedures for actual or potential accidents and/or incidents so follow up and/or prevention can occur.
Record/report the need for service maintenance or repair of equipment and remove any faulty equipment from service.
Consistently evaluate work and determine if further steps are needed to meet client expectations.
Take initiative to do or redo inadequate or incomplete work, even if it is not yours.
Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
Minimize non-productive time and fill slow periods with activities that will enable you to prepare to meet the future needs of the Practice (education, organizing, housekeeping, and assisting others.
Organize job functions and work area to be able to effectively complete varied assignments within established time frames.
Consistently demonstrate ability to take the initiative to make decisions/ choices without direct supervision.
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *
Medical terminology and surgical scheduling experience and knowledge.
Special Knowledge, Skills, and Abilities:
Proficiency with surgical and appointment scheduling systems, SAP and other office software applications.
Classified Title: Administrative Supervisor Working Title: Administrative Supervisor Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $41,226 - $56,711 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a-5:00p / 37.50 per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002827-SOM Der Derm Path and Oral Pathologylogy Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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