Clinical Business Operations Representative 2

University of Miami•Miami, FL

1d•Onsite

About The Position

The Clinical Business Operations Representative 2 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 calls and emails, efficient management of patients, and the acquisition of necessary patient care and records. The Clinical Business Operations Representative 2 assists patients in a courteous, efficient and professional manner and ensures adherence to divisional and departmental service standards. This role also provides extensive support for the Division of Surgical Oncology Clinical Operations, encompassing schedule management, physician leave processing, coordination of standing orders, maintenance of various compliance records (vaccine, medical licenses, delineation of privileges, CME), and JHS ID access management. Additionally, the position involves credentialing and compliance tasks, administrative and financial operations such as processing reimbursements, managing discretionary funds, ordering clinical apparel, submitting requisitions, paying invoices, and reconciling budgets in Workday. Support for educational and clinical events, including graduation ceremonies, research day coverage, and guest speaker coordination, is also a key part of this role.

Requirements

High school diploma or equivalent
Minimum 2 years of relevant experience
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

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: triages incoming calls, responds to questions, directs calls, and documents messages in the appropriate software.
Greeting visitors and callers, handles their inquiries, and directs them to the appropriate employee according to their needs.
Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of practice.
Provides coverage for responsibilities of co-workers when assigned or as need arises.
Develops and promotes the use of effective methods of communicating with physicians, managers, peers, trainees, and staff on a regular basis.
Maintains confidentiality of all information.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Develop and maintain On-Call Schedule (ensures continuous patient coverage).
Develop and maintain Annual Rotation Schedule.
Develop and maintain Clinic Schedule.
Modify on-call schedules to maintain uninterrupted patient care coverage.
Populate shared Outlook calendars to reflect clinic, OR, and call responsibilities.
Process physician leave requests to prevent clinical coverage gaps.
Coordinate standing orders (NotifyMD, Image First, Scribe America) to support patient care operations.
Maintain vaccine records (clinical compliance requirement).
Track and renew medical licenses (required for patient care practice).
Maintain delineation of privileges (defines scope of clinical practice).
Maintain CME compliance (required for continued clinical competency).
Request and track case log reports (supports clinical credentialing and privileging).
Manage JHS ID access for hospital-based patient care.
Maintain provider credentialing and recredentialing documentation.
Ensure hospital privileges are active and compliant.
Maintain clinical compliance documentation for audits.
Process reimbursements.
Manage discretionary funds.
Order clinical apparel (lab coats).
Submit requisitions and check requests.
Pay invoices and reconcile budgets in Workday.
Coordinate Graduation Ceremony.
Support Research Day coverage to maintain clinical operations while faculty participate.
Coordinate guest speaker travel and reimbursements.