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University of Rochester Secretary III in Rochester, New York



The Clinical Secretary is a member of the DBP clinical team and provides advanced secretarial support for the clinical operations of the Developmental & Behavioral Pediatric Clinical Services. Performs advanced routine and non-routine secretarial functions, including appointment scheduling. Works as part of a team managing all clinic activities and shares responsibility for scanning and entering information into the electronic medical record. Demonstrates ICARE* values in each of the major responsibilities.


Shares responsibilities in management of high-volume phone lines, providing a high level of customer service.

  1. Communicates in a professional manner with patients, families, community providers and others within the university.

  2. Schedules follow-up appointments for patients of nine clinical services, working to reduce no-shows and maximize use of clinician time.

  3. Refers callers to the appropriate resources as needed, and responds to request for program information and other situations as required.

Gathers information needed for effective management of complex patient population.

  1. Updates demographic and insurance information for new and existing patients.

  2. Documents calls on patient/family concerns and enters into the electronic medical record.

  3. Takes detailed information for prescription refill requests & checks NYS database as necessary.

  4. Collects needed records from other medical providers, schools, and care management agencies and enters into patient chart.

  5. Assigns tasks to appropriate providers for care management.

Inputs patient information into the electronic medical record; scans documents into the appropriate folders in a timely manner

Supports assigned multi-disciplinary clinical teams.

  • Schedules patients requiring additional coordination or who have unusual time requirements

  • Monitors schedules for cancellations, and assures providers on team have maximal utilization of their schedules

  • Reschedules patients and makes other adjustments to schedules based on provider and patient needs.

Takes primary responsibility for accepting referrals from the NICU for the scheduling of follow-up appointments. Works with assigned specialty teams (Such as Infant & Toddler Developmental Program, motor disabilities clinic) to maintain that schedule in a consistent and efficient manner.

Other duties as assigned

Qualifications :

  • Requires at least 2 years of post-high school education with extensive training in secretarial science, word processing or the equivalent required

  • At least 2 years of secretarial, word processing and practice office experience with demonstrated ability to work with limited direction required. Prefer at least 3 years of experience including at least 1 year in a position that demonstrated the ability to work with limited direction. Experience in a medical office environment and extensive use of electronic scheduling and medical record systems preferred

  • The individual must possess well-developed verbal and written communication skills, including excellent spelling and grammar. Requires ability to communicate effectively with research subjects, families and research collaborators required.

  • Equipment: Computer, Telephone, Printer, Scanner, Fax Machine, Copier.

  • Systems access requirements: eRecord; DBP Sharepoint; DBP; shared drive, UR Box

  • Incumbent must demonstrate dedication to professional development with at least twenty hours of training or development activities annually preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007
Schedule: 8 AM-4:30 PM