Clinical Business Operations Representative 2 (H)

University of Miami•Miami, FL

54d•Onsite

About The Position

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Clinical Business Operations Representative 2 to work at the UHealth Medical Campus. 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 incoming calls, 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. 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. 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. 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. The primary functions of this position is to provide clinical and administrative support to the Headache Division.

Requirements

High school diploma or equivalent
Minimum 1 year 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.
Any relevant education, certifications and/or work experience may be considered.

Responsibilities

Answer phones, triage, and follow-through on messages and information requests from Headache patients using UChart, as well as internal and external customers.
Obtain pre-authorization for Headache oral medications and patient procedures, coordinate medical necessity letters and other documents for patient assistance program under nurse and/or physician supervision.
Coordinate patients’ admissions to both at UMH and JMH
Coordinate physician inpatient on-call schedule and outpatient clinic.
Responsible for the scheduling and coordination of the physicians’ clinical schedule including UMH, PAC and satellite clinics.
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
Accurately records all data and maintains necessary records or files for future new patient appointment in BOX, relating to clinical care received via main fax machine, distribution of incoming faxes and mail.
Scan outside medical records/documents into UChart to have them ready for patients next follow up appointments.
Adquire 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
Monitoring access to new appointments and management of any waiting lists for appointments.
Upload external MRI,MRA,MRV and CT imagings when needed
Manage the UChart Inbasket for assigned division.
Answer phones, triage, and follow-through on messages and information requests from internal and external customers
Coordinate general and professional correspondence associated with the faculty members’ academic, research and clinical work.
Copy, fax and scan documents for distribution, filing, meetings, etc.
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.
Arrange 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.
Assist Fellowship coordinator with: ACGME accreditation process, ACGME updates, guidelines and regulations; regulatory documents, fellows’ schedules, evaluations and recruitment.
Coordinate Headache Didactic/Research Meetings.
Coordinate weekly Headache Research Meetings.
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.