Administrative Assistant I, Neurosurgery (FT, Days) - Jefferson Center City - Thomas Jefferson University & Jefferson Health

The Admin Assistant I provides key administrative support to the Neurosurgeon(s) and their clinical teams with the overarching goal of ensuring a smooth and seamless patient experience.  Developing relationships with patients, families and colleagues, the Surgery Practice Coordinator functions as an interdisciplinary team member who contributes toward the attainment of important goals for the patient, the practice and the organization.  

Physician Office

• Manage incoming calls and inquires to the Neurosurgeon’s office in a timely, customer-focused fashion
• Treat all patients, families, colleagues and customers with the highest level of compassion
• Cultivate a patient-centric mindset
• Provide patients with updates on inquiries, appointments, procedures, etc.
• Collaborate with Jefferson departments, referrers and physicians offices to deliver effective an effective patient experience
• Sort and review all Neurosurgeron correspondence.
• Maintain the clinics, OR and Outlook calendar for the Neurosurgeon(s) and their team
• Maintain clinical and administrative meetings calendar for the physician(s).
• Manage Neurosurgeon’s academic activities (conferences, lectures, etc.) and travel
• Track and submit receipts for expenses as appropriate
• Send consult communication to referring providers

Clinic Responsibilities

• In conjuction with the Nurse and or Advanced Practice Provider, appropriately triage and schedule New Patient visits
• Schedule Established Patient visits
• Coordinate diagnostic testing as needed
• Prepare and send out new patient packets
• Prepare charts for clinic ensuring that the chart is up to date and contains all patient correspondence received prior to the visit, as well as diagnostic results
• Notify Practice Manager when Neurosurgeon(s) or team member will be out of the office in order to block Epic schedule.  Note time away on Outlook
• Run patient eligibility in Epic prior to clinic to ensure patients have active insurance information on file.

Financial Responsibilities

• Serve as a liaison to insurance companies and provide them with all necessary information in order to obtain prior authorizations.
• Complete referral management process in conjunction with Patient Service Center, including reviewing,updating and completing and missing information.
• Ensure that referrals obtained for all clinic visits are up to date and accurate.
• Perform demographic and insurance eligibility checks in Epic and other applications.  Review and correct any information that is found through eligibility checks.
• Review surgical schedule and work with Finance Team member to guarantee charges are going out appropriately.
• Review logs of outstanding OR dictations and work with Neurosurgeon(s) to ensure timely signing and finalization of operative notes.
• Ensure all physician notes are dictated and final signed within the required time period so billing can go out.

Surgical scheduling Responsibilities

• Schedule all surgical procedures and pre-op appointments in Epic
• Coordinate co-surgeries with appropriate Departments
• Coordinate and inform patients of surgical preparations
• Notify patient and confirm arrangements.
• Schedule imaging and other testings
• Coordinate prior authorizations
• Work with clinical team to ensure that patient has all pre-operative educational materials.
• Confirm all bookings in system and with patient prior to the procedure date and within appropriate timelines.
• Update surgical schedule in Epic and Outlook if needed.  Ensure collaboration with Neurosurgeon(s) in terms of OR utilization

Communication skills: Demonstrates effective oral and written communication skills in English.   Communicates in a professional, courteous, clear and concise manner. Facilitates therapeutic relationships between patients, families and other members of the health care team. 

Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note, documentation of patient information) and to take complete and accurate messages.

Phone skills: Ability to telephonically support the practice by answering and screening calls, offering information within scope of practice to facilitate communication.

Organization Skills: Ability to manage work processes in a neat and systematic way. Ability to manage multiple tasks effectively, appropriately prioritize clinical work, follow established policies, procedures and clinical practice guidelines, workflows,

Technology Skills: Demonstrates ability to utilize technology in the clinical setting.  Includes basic computer skills as well as the utilization of electronic medical equipment. Ability to type accurately and enter data at an intermediate level.  Ability to become proficient in using the EHR and other appropriate applications.  Ability to utilize hand-held technology and download related data to the electronic health record.

High School Diploma or GED required

Bachelors Degree preferred

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s clinical entities or at the University.  If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.