Clinical Business Operations Representative 3 (HYBRID)

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The department of Neurology has an exciting opportunity for a Full Time Clinical Business Operations Representative 3 to work Hybrid at UHealth. The Clinical Business Operations Representative 3 (H) 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 3 (H) assists patients in a courteous, efficient and professional manner and ensures adherence to divisional and departmental service standards.

Clinical Support Responsibilities

• Answer phones, triage, and follow-through on messages and information requests from pediatric and Neuro-oncology patients using UChart, as well as internal and external customers.

• Obtain pre-authorization for medications, patients’ neuro-oncological evaluations and patient procedures, coordinate medical necessity letters and other documents for patient assistance program under nurse and/or physician supervision.

• Responsible for the scheduling and coordination of the physicians’ clinical schedule including JMH, UMH, UMHC, PAC, SCCC 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 patients.

Administrative & Academic Responsibilities 

• 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.

• 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.

• 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.

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.

Minimum Qualifications

• High school diploma or equivalent

• Minimum 2 years 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.