Administrative Coordinator (Penn Vet)

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Administrative Coordinator (Penn Vet)

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Coordinator (Penn Vet)

Job Profile Title
Administrative Coordinator

Job Description Summary
The Medicine Section of Ryan Hospital is seeking an Administrative Coordinator to manage the coordination of patient appointments, client communications, and various services related to patient care in a high-volume hospital setting. This position will work closely with the supervisor and clinicians to manage patient no-shows, same day appointment cancellations and a patient waiting list. Coordinator will be responsible for contacting clients in advance of the appointment, ensuring the medical record has been received before the appointment, and filling the appointment time with another client from a wait list when clients indicate they are unable to keep scheduled appointment time. Coordinator will also assist in charge capture, prescription refills, and serve as a point person communicating between clinicians and clients.

Job Description

Responsibilities will include:

Manage patient no-shows, same day appointment cancellations and the patient waiting list.
  • Responsible for contacting clients in advance of the appointment
  • Filling the appointment time with another client from a wait list when clients indicate they are not able to keep scheduled appointment time
  • Minimize gaps in appointment schedule due to no shows and cancellations
  • Ensure the medical record has been received before the appointment

Assist in charge capture
  • Review daily discharge orders to ensure services rendered have been accurately captured
  • Ensure appropriate medical code is applied for designated charges
  • Resolve noted errors, and inform appropriate individual when discrepancies are discovered

Work closely with supervisor, clinicians, and nurse practitioners to ensure accuracy of and eligibility for prescription refills
  • Review medical records ensuring patient has been evaluated by clinician within established timeframe
  • Review accuracy of medicine dosage with clinician
  • Submit the prescription refill request to the pharmacy
  • Call in prescriptions to outside pharmacies and documenting communications in the electronic medical record

Perform the following duties with guidance from clinicians:
  • Serve as point person communicating the status of inpatients to clients
  • Accurately triage and/or respond to client queries regarding outpatients, based on direction from clinicians
  • Submit online requests for radiology, anesthesia, blood work and other requests to the appropriate section

Perform additional duties, as assigned.


H.S. Diploma or GED with 5-7 years of related experience or equivalent combination of education and experience is required. Bachelor's Degree is preferred. Relevant experience performing administrative duties in a fast-paced medical setting and knowledge of medical terminology is also preferred. Knowledge of Vet School computer systems is preferred. Proficiency using Word, Excel and ability to learn new computer systems is required. The individual must be resourceful and have strong organizational, written and verbal communication skills. Must also be able to effectively multi-task in a high-volume setting.

Working Conditions Office, Library, Computer Room Physical Effort Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Veterinary Medicine

Pay Range
$20.45 - $30.82

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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