Office Coordinator - Cardiovascular Services (Full Time, Day shift) at Nicklaus Children's Health System in Miami, Florida

Job Description:

Job Summary

Provides administrative support for the Cardiovascular (CV) Surgeons and CV surgery support staff. Assists in the contact for recruitment of all cardiovascular and heart transplant candidates as needed. Responsible for assisting in the on-boarding of new staff for the Cardiovascular Surgical Program including Heart Transplant Services. Primary contact for Cardiovascular Surgical/Transplant patients and Global Health.

Job Specific Duties

• Provides administrative support to Cardiac Fellows, coordinates curriculum sessions, weekly clinical conferences & responsible for data and materials. Maintains all records required by ACGME. 


• Responsible for coordination of interviews for fellowship candidates; prepares itineraries and agendas and ensures smooth interview process for applicants and candidates.


• Prepares for weekly cardiology clinical conferences; retrieves & collects medical records & patient data; prepares & distributes packets with medical record. Scans information into patient’s notes.


• Responsible for maintaining records of EKGs/patients on spreadsheets; mails letters to patients/schools, scans medical records after tests are read; schedules patients for follow-up appointments. 


• Serves as primary liaison between Global Health and Cardiology Departments; assists in care planning and coordination.


• Supports all CV Surgery administrative assistants. 


• Answers & screens calls for Physician(s) regarding patients, medical results, pharmacy prescriptions and refills in a professional manner. Takes messages as needed. 


• Assists Physician(s) in filling out credentialing applications, medical license requirements & current memberships. 


• Maintains a log of Physicians’ Continuing Medical Education credits, all associated expenses & teaching hours. 


• Checks documentation being submitted for Physician's attention to ascertain all relevant data, files, signatures, etc. are included. 


• Gathers data for general information purposes or special reports, contacting other employees, departments, agencies, and individuals for additional documents and/or reports as necessary. 


• Prepares medical reports and/or documents for Physician's approval. 


• Schedules appointments and maintains Physician's calendar, recording such items as medical conferences, rounds, schedules, consultation requests, etc. 


• Acts as liaison between employees, agencies, and other physician practices. 


• Process all travel applications for the Physician(s). Makes travel arrangements including hotel reservations. 


• Transcribes letters, memoranda, medical examinations, clinical referrals, case summaries, initial workups, consent forms, laboratory reports and/or research summaries. 


• Prepares PowerPoint presentations for meetings and forums. Prepares and maintains medical records and documents such as abstracts and medical case histories.


• Serves as primary contact for Heart Program’s Free EKG Screening Program; coordinates with Marketing/PR for interviews.

Minimum Job Requirements

• 4-7 years medical office/administrative


• Prior healthcare customer service experience

Knowledge, Skills, and Abilities

• High school education or equivalent preferred


• Excellent communication skills, both verbally and in writing


• Ability to maintain confidentiality of sensitive information


• Ability to interpret, adapt and react calmly under stressful conditions


• Ability to use logical thinking to interpret data and solve a broad range of problems


• Ability to work independently and be flexible with minimal supervision


• Ability to manage multiple tasks simultaneously


• Able to relate cooperatively and constructively with patients, co-workers, and physicians


• Strong problem-solving and critical thinking skills


• Proficient in word processing, desktop publishing, database management and internet