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Clinical Business Operations Representative 3

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The University of Miami/UHealth Department of Neurology has an exciting opportunity for a full-time Clinical Business Operations Representative 3 to work in Boca Raton.

Core Job Summary

The Clinical Business Operations Representative 3 facilitates the prompt resolution of problems related to pre and post care that arise in daily clinical operations. The incumbent performs general administrative and receptionist functions, to include answering incoming calls, efficient management of patients, and the acquisition of necessary patient care and records. The Clinical Business Operations Representative 3 assists patients in a courteous, efficient and professional manner and ensures adherence to divisional and departmental service standards.

Core Responsibilities

Assists the department in managing expectations surrounding pre and post patient care.

Obtains or reviews all patient demographic information, insurance information and referral numbers.

Reviews clinical records for completeness including authorization, signatures, missing data, and other patient information.

Answers multiple telephones for the department: triage incoming calls, responds to questions, directs calls, and documents messages in the appropriate software.

Greets visitors and callers, handles their inquiries, and directs them to the appropriate employee according to their needs.

Department Specific Functions

The primary functions of this position is to provide clinical and administrative support to the Comprehensive Center for Brain Health/Cognitive Division.

Answer phones, triage, and follow-through on messages and information requests from CCBH patients using UChart, as well as internal and external customers.

Obtain pre-authorization for oral medications and patient procedures, coordinate medical necessity letters and other documents for patient assistance program under nurse and/or physician supervision.

Coordinate physician schedule and outpatient clinic.

Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty members’ clinical activities and their academic/administrative work. 

Coordinate and supervise appointments for VIP and international patients.

Reviews patient demographic information, insurance information and referral numbers for accuracy while having patient on the phone

Acquire the materials necessary for the patient visit including medical records and x-rays

Communicates with patients regarding delays in schedule

Respond to medical records inquiries on the in person, via fax, telephone and general medical records e-mail.

 Proactively works physicians clinical scheduled to maximize time and manage capacity.

Greet visitors in Reception area. Distribute incoming faxes. Restock any materials at the front desk as needed.

Log all receiving packages in receiving log and notify addressee within team.

Responsible for the scheduling and coordination of the physicians’ academic calendar including interviews, on and off campus meetings, lectures, conferences and departmental meetings, and special programs for patients and faculty.

Greet faculty guests and visitors and arrange meetings rooms, etc. Assist Office Manager with arranging catering for meetings as needed. Coordinate activities with receptionist to ensure appropriate set-up and clean-up of events arranged by Division.  Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy.

Coordinate scheduling and travel for faculty CME presentations/speaking engagements. 

Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty members’ clinical activities and their academic/administrative work. 

Work closely with Department’s education and training programs to coordinate and support faculty’s academic work including arranging lectures, copy and distribution of educational material, coordination with other training programs, Observership program, coordination of resident and fellow visits, etc.

Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements.  Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, preparation of BERF and submission of required information to administrative office for processing.

Responsible for the maintenance, requisition and submission of supplies for division.  

Make arrangements for changes or moving or repair of phones, computers, pagers, etc. as needed by faculty members.

Update and submit renewals of licenses and DEA. Responsible for membership payments, as well as assist with initial credentialing, recredentialing and one time privilege.  Distribute updated documents to appropriate entities internally as well as externally. Maintain updated physician’s documentation.

Assist Office Manager with preparing and submitting forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, preparation of BERF and submission of required information to administrative office for processing.

Coordinate weekly Research Meetings. Prepare research source packets weekly for visits.

Cover Research Support Specialist as needed.

Assist Office Manager with the maintenance, requisition and submission of supplies for division. Make arrangements for changes or moving or repair of phones, computers, pagers, etc. as needed by faculty members.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

High school diploma or equivalent

Minimum 2 years of relevant experience

Knowledge, Skills, and Attitudes:

Skill in data entry with minimal errors.

Ability to communicate effectively in both oral and written form.

Ability to work evenings, nights, and weekends as necessary.

Skill in collecting, organizing, and analyzing data.

Ability to work independently and/or in a collaborative environment.

Commitment to the University’s core values.

Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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