Job Description Summary

The Administrative Coordinator I provides direct administrative and scheduling support for outpatient neurology clinics. This role will be primarily assigned to the Neurology Movement Disorders Division. This role is clinic-facing and Epic-dependent, with primary responsibility for patient scheduling accuracy, clinic flow coordination, and timely communication that supports patient access and provider efficiency. The position operates independently within established departmental workflows and MUSC policies, escalating issues that impact patient care, clinic operations, or compliance.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000985 COM Neurology CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Family: MUSC Neurology
Job Title: Administrative Coordinator – Neurology

Job Class: AH1007 – Administrative Coordinator I

MUSC Minimum Training and Experience Required:

• A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Preferred Training and Experience:

• Must be self directed individual with excellent communication and interpersonal skills. Must be a detail oriented individual with excellent organizational skills. Must be able to manage multiple tasks successfully and work collaboratively with other professionals. Requires proficiency in use of Microsoft Office (Excel, Word, Powerpoint & Access).

Job Duties

Clinic Coordination - 35% of Total Time (Essential)

• Coordinating clinic flow for all departmental outpatient and telemedicine appointments to. This responsibility requires daily coordination internally and externally to facilitate seamless communication in a fast-paced clinical environment by utilizing appropriate MUSC mandated systems. Reviews providers schedules and recognizing potential problems to ensure adequate schedule density; schedules appropriate testing in accordance with provider referrals and progress notes; verifies complete medical records have been uploaded in advance of patient visit. Obtaining prior authorizations from insurance for out-of-state patients.

• Maximizes utilization of clinic appointments by monitoring clinic schedules in advance to ensure proper scheduling. Works through waitlists, work queue lists, and in basket requests and manually schedule patients. Facilitates request of records and/or images from referring providers and uploads into Epic/Solarity (i.e. notes, imaging reports, imaging, pathology, and labs). Monitors department fax machines and RightFax requests for outside medical records. Responds to patient messages and resolves issues.

• All other administrative functions as required to support the departmental ambulatory clinic activities, which includes doctors, mid-level provides, fellows, and residents. Verifies proper leave request approvals are obtained for providers and mid-level providers, including Chair approval, for requests less than 30 days. Reschedules patients from cancelled clinics after approvals are obtained. Analyzes provider templates, recommends improvements and implements changes. Trains new staff members and provides backup coverage for other staff.

• Schedules urgent hospital follow-up appointments, new and add on clinics, and last-minute scheduling changes due to unforeseen clinic closures. Overbooks special scheduling requests from providers regarding follow up visits, post-test results, inter-department referrals, etc.). Analyzes provider templates, makes recommendations, and requests changes. Completes various forms (FMLA, LTD, STD, DME) for continuity of patient care. Coordinates scheduling activities with clinical providers and staff to ensure patient messages are answered in a timely fashion and issues resolved. All other scheduling activities related to both in-person and virtual visit types.

• Provides concierge services for out of state patients.

• Attends and meets with providers at least once a week, virtually or in person as clinic/office.

• Sends correspondence for no show appointments/cancellations.

Scheduling & Message Coordination - 35% of Total Time (Essential)

• Assist with divisional scheduling activities to include facilitating or manually:

  • Manage and maintain accurate provider clinic schedules in Epic, including new patient, return patient, in-person, and virtual visit types.

  • Monitor and work Epic waitlists, bump lists, and scheduling work queues to optimize clinic utilization.

  • Coordinate rescheduling of patients due to provider leave, call coverage, or clinic cancellations once approvals are obtained.

  • Block and unblock clinic templates as directed to ensure schedules remain accurate and compliant.

  • Schedule last-minute work-ins and emergent visits in coordination with providers and clinic leadership.

  • Monitor Epic inboxes, emails, and Teams messages related to scheduling requests and patient access.

  • Track and provide routine updates on next available new patient and return visit appointments.

  • Ensure scheduling activities are aligned with established provider templates and departmental access standards.

  • Reviewing provider schedules to ensure adequate schedule density, if there are openings in schedules, work through the waitlist.

-

• Answer and triage a high volume of patient and business calls and/or messages in a professional manner.

  • Take accurate information, triaging and troubleshooting patient messages, forwarding to providers for assistance. Follow-up as needed.

  • Work collaboratively with nursing units, co-workers, and other departments/offices to optimize patient care.

Administrative Coordination - 30% of Total Time (Essential)

• Arranges travel for Program physicians, to include conference registration, create materials as needed for presentations, make flight, car, and hotel arrangements, create itineraries, gather receipts and agenda to prep reimbursement form for travel.

• Maintains Outlook calendars, coordinate meetings and conferences involving clinicians, investigators, clinical and research, and may be asked to keep meeting minutes.

• Submit provider leave requests, clinic cancellation requests, and PATH forms in Qgenda after required approvals are obtained.

• Schedule depositions, and communicates with Finance team for fee schedules.

• Responsible for updating physicians’ CVs via Interfolio

• Coordinate all incoming and outgoing mail/faxes, including distribution. Responsible for courier, USPS, FedEx or UPS services.

• Maintain calendar of provider license renewals (DEA, DHEC, SC Med License, etc.), and ensure renewals are processed timely.

• Attend departmental meetings and UMA/MUSC sponsored meetings/events or training sessions, and complete all required training elements as well as updates within the time designed.

• Other duties as assigned by physician or supervisor (i.e., providing back up to other administrative staff).

• Coordinates onboarding itinerary and serves as concierge during orientation week for incoming providers.

• Provide backup administrative support to designated clinical staff when absent, in accordance with the Neurology Administrative Back-Up Responsibilities Guideline.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees