Clinical Business Operations Representative 2 (Hybrid)

University of Miami•Miami, FL

1d•Hybrid

About The Position

The Clinical Business Operations Representative 2 facilitates prompt resolution of problems related to pre- and post-care in daily clinical operations. The role performs administrative, reception, scheduling, records, and patient-support functions, ensuring professional service and adherence to departmental standards and University policies. Department-specific work includes reviewing upcoming orders and clinical information, coordinating with referring physician offices, confirming appointments and providing preparation instructions, requesting and managing patient records and imaging, and supporting imaging workflows using PACS and UChart. The position also supports patients during imaging visits, helps schedule breast imaging procedures, coordinates services with clinical areas, maintains records and office systems, and participates in training department personnel. The representative is expected to protect confidential information, safeguard University assets, follow applicable regulatory and privacy requirements, and promote customer satisfaction.

Requirements

High school diploma or equivalent.
Minimum of 3 years of relevant experience.
Skill in data entry with minimal errors.
Ability to communicate effectively orally and in writing.
Ability to work evenings, nights, and weekends as necessary.
Skill in collecting, organizing, and analyzing data.
Ability to work independently and/or collaboratively.
Commitment to the University’s core values.

Responsibilities

Resolve problems related to pre- and post-care that arise in daily clinical operations.
Perform administrative and receptionist functions, including answering calls and managing patient flow.
Obtain or review patient demographic, insurance, and referral information.
Review clinical records for completeness, including authorizations, signatures, missing data, and other patient information.
Triage incoming telephone calls, answer questions, direct calls, and document messages in the appropriate software.
Greet visitors and callers, handle inquiries, and direct them to appropriate employees.
Work cooperatively with colleagues to resolve problems and support efficient practice operations; provide coworker coverage when assigned or needed.
Communicate regularly with physicians, managers, peers, trainees, and staff, and maintain confidentiality.
Review future daily scheduled orders for accuracy, prepare supporting documentation, and obtain additional orders when needed.
Work with referring physician offices to obtain missing orders and confirm clinical information.
Contact patients to confirm appointments and provide appointment and preparation instructions.
Request and submit patient records and images from or to archives and Health Information Management when needed.
Direct patients to dressing rooms and prepare them for imaging.
Import and export relevant patient documents and images into PACS and/or UChart.
Apply age-specific and developmental care requirements for children, adolescents, adults, geriatric patients, and challenged or disabled patients according to competency validation.
Follow regulatory guidelines applicable to imaging modalities, including those of the Joint Commission, AHCA, ACR, Florida Department of Health, and FDA/MQSA.
Review MRI screening questionnaires and confirm the accuracy of the information provided.
Schedule recall breast exams, breast biopsies, fine needle localizations, and stereotactic biopsies with patients or referring offices.
Serve as a point of contact for other departments regarding exam orders, scheduling criteria, and add-on studies.
Coordinate services with other clinical areas and perform general office duties accurately and promptly.
Participate in training other personnel within the department.
Help keep imaging areas neat, clean, and organized, and dispose of medical supplies properly.
Support UM Imaging counter workflows by importing and exporting digital studies and documents to and from PACS or UChart, and process film jacket and CD requests by telephone, fax, or in person.
Ensure radiology reports are properly distributed to ordering physicians.
Maintain accurate and complete clerical systems and records.
Release digital information or ensure records are available to patients, physicians, and clinical staff for studies and procedures through in-person, fax, telephone, subpoena, or other applicable processes.
Manage document services with the records-retention vendor.
Adhere to University and unit-level policies and procedures, safeguard University assets, and comply with HIPAA and applicable hospital, accreditation, and state requirements.
Consistently adhere to DIRECCT values to support customer satisfaction.