Admin Services Coordinator - Neurosurgery

The Admin Services Coordinator within the Department of Neurosurgery at the University of Iowa Health Care will provide administrative support for multiple faculty members and staff within the department. Primary duties will focus on the management of provider calendars, coordination of meetings and travel, in addition to the handling of internal personnel matters.

This position will complete specific projects related to organizing and communicating clinical coverage, and should be proficient with details, timelines, and meeting expectations. This position will also provide secondary administrative support to additional providers as needed. This role will follow the guidelines set forth by the College of Medicine and the Department of Neurosurgery to serve as a mentor, role model, and service excellence ambassador for staff, co-workers, patients, and visitors. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, and independent judgment is necessary in this position.
 

Position Responsibilities:

• Communicates with internal and external parties on behalf of Department of Neurosurgery faculty in person, over the phone, and via electronic devices. Answers questions, provides directions and resources, or triages requests as appropriate. Acts as primary contact for physicians.
• Manages physician calendars. Accepts and rearranges meeting requests and changes to schedule based on availability, priority, and urgency. Communicates to involved parties.
• Composes both routine and non-routine correspondence (e.g., medical necessity letters, worker’s compensation letters, work excuses, etc.) in accordance with federal, institutional, and departmental rules, policies, and procedures. 
• Documents information in the electronic health record (EHR) system based on written provider reports. 
• Distributes and scans physician correspondence, including faxes and postal mail.
• May interpret and transcribe/edit dictation from providers into patient history, exam notes, operative reports, referral letters, discharge summaries, and other documents.
• Edits electronic health record notes to prepare for review and signing
• May access electronic medical records in assistance to faculty, including discharge summaries, clinic note distribution, quick notes, etc.
• Manages Academic and Professional Record (APR) for faculty physicians.
• Coordinates activities (e.g., travel, site visits, guest speakers/researchers, attorney conferences, etc.), including logistics like planning, scheduling, and monetary reimbursement if appropriate.  Acts as primary contact between internal and external parties from initial invitation/request through end of arrangement.
• Assists faculty in maintaining licenses, certifications, and memberships, with priority given to accrediting and regulatory agencies. Also assists faculty in remaining up to date with University of Iowa and UI Health Care Compliances. Communicates renewal dates, deadlines, and requirements. 
• Creates and oversees multidepartmental call schedules (e.g., trauma call, spine call, vascular call, stroke call, pediatric call, and back-up call). Uploads schedules electronically, makes requested edits, and communicates changes as needed.
• Procurement of research and lab supplies and equipment. Completes University processes for ordering, receiving, and payment. Monitors expenditures and reconciles statements.
• Collects, compiles, and analyzes data for specialized reports (i.e., M&M weekly report). Distributes report. 
• Provides administrative support for Human Brain Research Lab (HBRL) and other research laboratories associated within the Department of Neurosurgery. 
• May provide back-up support for surgery scheduling, transcription, and chart control.
• May provide functional supervision for students or temporary staff as needed.
• Problem solves and acts as a resource to other Neurosurgery staff members.
• Performs special projects and additional tasks as assigned
  
   

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