Clinical Business Operations Specialist

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Clinical Business Operations Specialist

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Clinical Business Operations Specialist to work hybrid at the UHealth Medical Campus. The Clinical Business Operations Specialist serves as a lead to Clinical Business Operations Representatives and facilitates the prompt resolution of highly complex problems related to pre and post care that arise in daily clinical operations. The incumbent performs 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 Specialist 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.

• Provides guidance and support to Clinical Business Operations Representatives and assists with training and continuous improvement.

• 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.

• Maintains confidentiality of all information.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

Clinical Support Responsibilities (50%)

• Answer phones, triage, and follow through on messages and information requests from patients using UChart and other communication channels.

• Ensure CRM’s are handled daily

• Confirmation of patient appointments daily.

• Obtain pre-authorizations for medications and procedures; coordinate medical necessity letters and documentation for patient assistance programs under nurse or physician supervision.

• Coordinate all aspects of patient admissions and outpatient procedures

• Collaborate with clinical operations staff to ensure alignment between clinical and academic responsibilities.

• Coordinate and supervise appointments for VIP and international patients.

• Authorize pharmacy refills under physician supervision

• Sending signed clinic notes as needed to outside physicians. 

• Obtaining outside medical records before the office visit.

• Serve as liaison between the office and referring providers

• Train Junior CBOR and MA’s

• Assist with FMLA and ADA forms as needed

Administrative & Academic Responsibilities (50%)

• Answer phones and manage communications with internal and external stakeholders.

• Prepare and manage general and professional correspondence related to academic, research, and clinical work.

• Schedule and coordinate the Fellow's schedule. Coordinate physician coverage of all patient-related matters

• Copy, fax, and scan documents for distribution, filing, and meetings.

• Schedule and coordinate physicians’ academic calendars, including interviews, meetings, lectures, conferences, and departmental events.

• Submit leave requests and vacation/leave in accordance with departmental and university policies.

• Coordinate travel arrangements for faculty, including hotel and flight bookings, and process travel reimbursements including the research team.

• Support CME presentations and speaking engagements through scheduling and logistics.

• Assist with education and training programs: arrange lectures, distribute educational materials, and coordinate with other training programs.

• Coordinate Meetings as needed. Update and submit renewals for licenses and DEA registrations; manage credentialing, recredentialing, and membership payments.

• Maintain up-to-date physician documentation (CME, board certifications, etc.).

• Upkeep and distribution of the oncall schedule.