Administrative Assistant (H)

University of Miami•Coral Gables, FL

12d•Onsite

About The Position

The University of Miami/UHealth Department of Sports Medicine has an exciting opportunity for a full-time Administrative Assistant to work in Coral Gables, FL. 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. This role also involves assisting the department in managing expectations surrounding pre and post patient care, triaging patient telephone calls, scheduling, rescheduling, and cancelling clinic appointments, monitoring access to new appointments and managing waiting lists, managing UChart In basket messages, obtaining or reviewing patient demographic and insurance information, accurately recording data, maintaining necessary records, acquiring materials for patient visits, answering telephone calls professionally, communicating with patients regarding schedule delays, processing patient information, entering and routing requests, completing physician’s orders/requests, and proactively working physicians' clinical schedules to maximize time and manage capacity. The position requires treating all patients, co-workers, and internal customers with dignity and professionalism, maintaining professional relationships with physicians, establishing and maintaining good working relationships with fellow employees, working cooperatively to solve problems and enhance the flow of the practice, and providing coverage for co-workers when needed. The University of Miami is an Equal Opportunity Employer.

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).

Nice To Haves

Knowledge of UChart

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.
Assisting the department in managing expectations surrounding pre and post patient care.
Triages patient’s telephone calls and answering any question or solving problems as appropriate.
Transfers call or directly communicate to the provider should the call require their attention.
Scheduling, rescheduling and cancelling clinic appointments as required per provider/administrator request following the proper process.
Monitoring access to new appointments and management of any waiting lists for appointments.
Managing the UChart In basket messages as assigned.
Obtains or reviews all patient demographic information, insurance information and referral numbers.
Accurately records all data and maintains necessary records or files relating to clinical care issues.
Acquires all materials necessary for the patient visit including medical records and x-rays.
Answers telephone calls professionally and courteously within five rings introducing the practice as requested by the division.
Communicates with patients regarding delays in schedule.
Answers telephone calls correctly processing all patient information for messages and patient requests.
Enters and routes request to appropriate person within UChart.
Completes physician’s orders/requests accurately.
Proactively works physicians clinical schedule to maximize time and manage capacity.
Treats all patients, co-workers internal customers with dignity and professionalism, whether on the phone or in person.
Maintains professional relationships with all physicians.
Works to establish and maintain good working relationships with fellow employees.
Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice.
Provides coverage for responsibilities of co-workers when assigned or as need arises.
Follows instructions of and assists supervisory staff as required.