Administrative Assistant - Bascom Palmer Eye Institute- Miami, FL

University of Miami•Miami, FL

About The Position

The University of Miami, Bascom Palmer Eye Institute, has an exciting full time job opportunity for an Administrative Assistant in the Department of Specialty and Physician Support in Miami, Florida. The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. CORE JOB FUNCTIONS Supports department and/or department leadership with daily clerical tasks. Prepares basic reports, charts, budgets and other presentation materials. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. Plans meetings and takes detailed minutes, as needed. Answers phone calls, provides information to callers or connects callers to appropriate staff. Schedules appointments and updates calendars. Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations. Greets and provides general support to visitors. Develops and maintains department filing system. Adheres to University and unit-level policies and procedures and safeguards University assets. 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. Department Specific Functions Primarily responsible for providing support to assigned clinical specialties and providers in effort to ensure the successful coordination of care for patients throughout their journey. Addresses and documents patient inquiries and communications in a timely manner through answering patient phone calls, responding to emails, monitoring EMR inbasket messages and tasks, and escalating/assigning requests as needed to ensure proper resolution. Provides coordination and support to clinical practices, providers, clinical support staff, and patients. Proactively assesses patient volumes and clinic flow among assigned specialties, improves the distribution of patient assignments to promote efficiency, and escalates patient scheduling issues to the clinical logistics team to facilitate optimization of scheduling templates. Assists physicians with clinical activities to resolve any delays and guides patients as needed through each step of their appointment in order to improve the overall patient experience. Reviews provider schedules in advance to ensure patients are scheduled appropriately and all pre-appointment requirements have been completed such as referrals, insurance authorizations for medication and procedures, test orders, etc. Assists in scheduling patients as needed and follows up with patients who cancel, reschedule, or do not show for their appointments to ensure appropriate continuum of care. Uses discretion to determine whether patients need to be seen urgently and expedites the scheduling of appointments with a provider or fellow. Answers patient inquiries regarding medications/prescription refills, reports side effects to provider, and shows good judgment and understanding of the particular problems associated with high risk medications. Manages internal/external referrals and arranges appointments with medical specialists to assist in patient care. Researches and confirms outside physician contact information and requests updates to the Health System provider directory. Assists clinical research coordinators as needed to facilitate care for study patients. Provides ancillary, clerical, or medical related support to providers which may include patient care, clinical activities, student services, reporting/statistics, and other business needs. Assists in assigning Fellows to individual clinics and works with Fellows to assure coverage of patients when faculty are not in clinic. Prepares EMR correspondence for fax transmission or mailing when this cannot be done through EMR and scans documents to EMR Media tab with proper labels on a daily basis. Assists clinical support staff in updating Care Teams in the EMR. Promotes patient utilization and understanding of the EMR patient portal for electronic communications, test results, pre-appointment documentation, etc.

Requirements

High school diploma or equivalent
Minimum 1 year of relevant experience
General knowledge of office procedures and operations.
Ability to accurately prepare and maintain records, files, reports and correspondence.
Ability to communicate effectively in both oral and written form.
Ability to maintain effective interpersonal relationships.
Ability to process and handle confidential information with discretion.
Skill in completing assignments accurately and with attention to detail.
Proficiency in computer software (i.e. Microsoft Office).

Responsibilities

Supports department and/or department leadership with daily clerical tasks.
Prepares basic reports, charts, budgets and other presentation materials.
Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
Plans meetings and takes detailed minutes, as needed.
Answers phone calls, provides information to callers or connects callers to appropriate staff.
Schedules appointments and updates calendars.
Makes travel arrangements and reservations for department leadership and staff, as needed.
Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
Greets and provides general support to visitors.
Develops and maintains department filing system.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Addresses and documents patient inquiries and communications in a timely manner through answering patient phone calls, responding to emails, monitoring EMR inbasket messages and tasks, and escalating/assigning requests as needed to ensure proper resolution.
Provides coordination and support to clinical practices, providers, clinical support staff, and patients.
Proactively assesses patient volumes and clinic flow among assigned specialties, improves the distribution of patient assignments to promote efficiency, and escalates patient scheduling issues to the clinical logistics team to facilitate optimization of scheduling templates.
Assists physicians with clinical activities to resolve any delays and guides patients as needed through each step of their appointment in order to improve the overall patient experience.
Reviews provider schedules in advance to ensure patients are scheduled appropriately and all pre-appointment requirements have been completed such as referrals, insurance authorizations for medication and procedures, test orders, etc.
Assists in scheduling patients as needed and follows up with patients who cancel, reschedule, or do not show for their appointments to ensure appropriate continuum of care.
Uses discretion to determine whether patients need to be seen urgently and expedites the scheduling of appointments with a provider or fellow.
Answers patient inquiries regarding medications/prescription refills, reports side effects to provider, and shows good judgment and understanding of the particular problems associated with high risk medications.
Manages internal/external referrals and arranges appointments with medical specialists to assist in patient care.
Researches and confirms outside physician contact information and requests updates to the Health System provider directory.
Assists clinical research coordinators as needed to facilitate care for study patients.
Provides ancillary, clerical, or medical related support to providers which may include patient care, clinical activities, student services, reporting/statistics, and other business needs.
Assists in assigning Fellows to individual clinics and works with Fellows to assure coverage of patients when faculty are not in clinic.
Prepares EMR correspondence for fax transmission or mailing when this cannot be done through EMR and scans documents to EMR Media tab with proper labels on a daily basis.
Assists clinical support staff in updating Care Teams in the EMR.
Promotes patient utilization and understanding of the EMR patient portal for electronic communications, test results, pre-appointment documentation, etc.