Clinical Business Operations Representative 2 - Hybrid

Clinical Business Operations Representative 2

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.

Core 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: 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.

Department Specific Functions

• Schedule, confirm, and coordinate patient appointments, testing, and procedures within the division.
• Review and update patient demographics and insurance information during calls.
• Obtain pre-authorizations for Movement Disorders medications and procedures; coordinate medical necessity letters and patient assistance program documentation under nurse/physician supervision.
• Prepare materials for patient visits, including medical records, imaging studies, and reports.
• Welcome patients and callers, address inquiries, and route to appropriate clinical staff.
• Triage and follow up on messages from patients using UChart and other communication systems.
• Manage faxed clinical communications, distribute mail, and respond to internal and external inquiries via phone, email, and electronic systems.
• Coordinate care for VIP and international patients.
• Maintain and oversee physician clinic schedules for accuracy, appointment types, and efficiency.
• Schedule and coordinate physicians' clinical, academic, and administrative calendars, including meetings, interviews, conferences, lectures, and special programs.
• Arrange meeting logistics, including room reservations, catering, and greeting visitors.
• Provide coverage for Senior Administrative Assistants as needed.
• Track, process, and submit faculty reimbursements and CME/non-CME expenses in compliance with University policies.
• Assist with credentialing and re-credentialing, maintain provider licenses, DEA, Medicaid/Medicare records.
• Coordinate with clinical operations staff to align faculty schedules with academic and administrative responsibilities.
• Copy, fax, and scan documents for distribution, filing, and record-keeping.
• Maintain vacation and leave tracking for faculty per Department and University policies.
• Oversee and manage department work queue (WQ) for scheduling and workflow monitoring.

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.

Core Qualifications

• High school diploma or equivalent
• Minimum 1 year of relevant experience

Knowledge, Skills, and Attitudes:

• 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. The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine.