UW HEALTH POSITION DESCRIPTION POSITION SPECIFICS Title: Administrative Assistant Department/Number: Department of Surgery, Reports to: Program Manager Otolaryngology Job Code: 19007 FLSA Status: Non-Exempt Manager Approval: R. Timbers Date: 10-16 HR Approval: R. Temple Date: 10-16 POSITION SUMMARY This Administrative Assistant completes prior authorizations for all services performed in the Division of Otolaryngology at all locations to include AFCH, CSC and 1 S P. The authorizations could be for but not limited to hearing aids, voice therapy, clinic tests and procedures as well as following up on referral requests as necessary as related to clinic appointments, procedures and surgeries. An understanding of the requirements of HMOs, Medical Assistance, Worker’s Compensation, and commercial carriers will be necessary. The assistant will need to communicate with nursing staff, clinic schedulers, audiologists, speech language pathologists, and other administrative assistants. MAJOR RESPONSIBILITIES Clinical Administrative (90%): 1. Will have access to confidential information and will maintain confidentiality. Will stay current in HIPPA training and Safety and Infection Control requirements. 2. Answer patient phone calls on a routine basis. Assist caller where possible. Provide accurate spelling of caller’s name and telephone number in written messages. Ensure timely responses. 3. Maintain electronic database of referral and prior authorization submissions and completions. 4. Gather necessary documentation needed to complete prior authorization requests. This could include clinical documentation, photographs, etc. 5. Provide back-up assistance to other administrative support staff as needed. 6. Perform other duties as assigned. 7. Provide letters of justification as well as medical necessity. Review correspondence from insurance companies and gather pertinent medical records for review. Based on clinical determination, complete form and prepare for doctor’s signature. Maintain insurance files and retrieve data as requested. 8. Compose, prepare, type, proof, distribute, and file referral and prior authorization requests. 9. Communicate to patients, referring providers and Otolaryngology staff clearly the requirements and responses from the insurance carriers. 10. Open, prioritize, and distribute mail and faxes to appropriate staff and faculty members.

Scheduling Activities (10%): 1. Schedule clinic appointments when approved and notify the patient. 2. Organize and maintain referral and prior authorization requests which are easily accessible for use in responding to telephone calls, insurance questions, etc. Maintain computerized database on patients including consult information, pre- authorization status, and surgical procedures. 3. Serve as liaison between patients, referring physicians, nursing staff, insurers, and staff surgeons. Respond to patient questions and explain referral and prior authorization process to patients and referring physicians. 4. Serve as administrative liaison in clinic ensuring positive experience and resource for patients: review scheduling protocol (i.e. pre-auth procedures, pre-ops, etc.). 5. Manage high volume phone calls. Serve as front-line resource to patient needs, questions and inquiries.

All duties and requirements must be performed consistent with the UW Health Performance Standards. POSITION REQUIREMENTS Education Minimum Associates degree in a secretarial or medical field preferred or significant relevant experience, knowledge of medical terminology Preferred Work Experience Minimum Preferred 3 -5 years medical secretarial and administrative experience Licenses & Minimum Valid Wisconsin State divers license Certifications Preferred Required Skills, Knowledge, and Abilities  Exemplary professional demeanor and customer service oriented attitude in a demanding work environment  Excellent oral and written communication skills, including grammar, punctuation, spelling and formatting  Expert user of word processing, imaging and presentation software applications in a networked Windows environment  The ability to work independently, possess strong organizational skills and have the ability to communicate effectively with patients, faculty, nursing staff, and other ancillary staff.  Knowledge of medical terminology, word processing skills, and ICD-10 UW HEALTH POSITION DESCRIPTION codes.

AGE – SPECIFIC COMPETENCY Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients. Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the appropriate boxes below. Next, Infants (Birth – 11 months) Adolescent (13 – 19 years) Toddlers (1 – 3 years) Young Adult (20 – 40 years) Preschool (4 – 5 years) Middle Adult (41 – 65 years) School Age (6 – 12 years) Older Adult (Over 65 years) Job Function Review the employee’s job description, and identify each essential function that is performed differently based on the age group of the patient.

PHYSICAL REQUIREMENTS Indicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals with disabilities to perform the essential functions of this position. Physical Demand Level Occasional Frequent Constant Up to 33% of the time 34%-66% of the time 67%-100% of the time X Sedentary: Ability to lift up to 10 pounds Up to 10# Negligible Negligible maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met. Light: Ability to lift up to 20 pounds Up to 20# Up to 10# or requires Negligible or constant maximum with frequent lifting and/or carrying significant walking or push/pull of items of of objects weighing up to 10 pounds. Even standing, or requires negligible weight though the weight lifted may only be a pushing/pulling of arm/leg negligible amount, a job is in this category controls when it requires walking or standing to a significant degree. Medium: Ability to lift up to 50 pounds 20-50# 10-25# Negligible-10# maximum with frequent lifting/and or carrying objects weighing up to 25 pounds. Heavy: Ability to lift up to 100 pounds 50-100# 25-50# 10-20# maximum with frequent lifting and/or carrying objects weighing up to 50 pounds. Very Heavy: Ability to lift over 100 Over 100# Over 50# Over 20# pounds with frequent lifting and/or carrying objects weighing over 50 pounds. List any other physical requirements or Physical Activity: Primary working position-sitting, with occasional standing, walking, bona fide occupational qualifications: stooping, crouching, and kneeling; frequent reaching, carrying, lifting, pushing, pulling, fingering, grasping, typing, talking-speaking clearly, hearing-conversation, and seeing-near

Personal/Physiological: Interaction with people, working around people, planning of activities, making judgements in emergency situations, frequent changes in duties and volume of work, intra-organizational communication

Work/Environmental: Moderate noise level consistent with an office environment

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.