Administrative Assistant (H)

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The University of Miami/UHealth Department of Orthopedics is currently seeking a full time Administrative Assistant to work in Miami, 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.

CORE JOB FUNCTIONS                                                                                                   

• 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.

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                                                                                                         

Education:

High school diploma or equivalent

Experience:

Minimum 1 year of relevant experience

Any relevant education, certifications and/or work experience may be considered.

Department Specific Functions

• Is responsible for 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.  If necessary, transfers call or directly communicate to the provider should the call require their attention. 

• Is responsible for scheduling, rescheduling and cancelling clinic appointments as required per provider/administrator request following the proper process.

• Is responsible for monitoring access to new appointments and management of any waiting lists for appointments.  

• Is responsible for 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 scheduled to maximize time and manage capacity

• Whether on the phone or in person, treats all patients, co-workers internal customers with dignity and professionalism

• Maintains professional relationships with all physicians

• Works to establish and maintain good working relationships with fellow employees

• Works cooperatively with fellow employees