Sr. Clinic Assistant (H)

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The University of Miami/UHealth Department of Physical Therapy - Acute Care is currently seeking a full time Sr. Clinic Assistant to work in Miami, FL. Under the direction of the Office Manager and outpatient supervisor, the clinic assistant has a dual role in which he/she provides a point of patient greeting and intake, and assists therapists in performing patient care duties.  Primary tasks involve front office support of answering phone calls, scheduling patients and preparing daily logs and reports.  Additionally, this person assists with treatment procedures as directed by therapists according to UHealth policies and procedures, and state guidelines. Other duties may include cleaning treatment areas, assisting with scheduling, filing, and assorted clerical duties.

CORE JOB FUNCTIONS                                                                                                     

• Explains HIPPA to patients and obtains signatures.

• Submits signed consents to healthcare centers to initiate retrieval of medical records, x-rays, and other pertinent reports.

• Tracks pending records to ensure delivery prior to clinic visits.

• Communicates to the appropriate nurse coordinator if difficult or unable to obtain pertinent records. Travels within the facility and campus to retrieve records, films, or CDs.

• May collect and prepare specimens.

• Maintains accurate clinical records per hospital policy while preserving confidentiality of patient information.

• Assembles, completes, and processes patients’ charts.

• Assists with ordering, receiving, distributing, sorting, and storing supplies.

• Reports suspicious or unusual incidents to appropriate supervisory personnel.

• Assists with clerical duties, to include receiving phone calls, sending faxes and emails, and scanning and copying documents.

• 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                                                                                                    

• High school diploma or equivalent

• Minimum 3 years of relevant experience

DEPARTMENT SPECIFIC FUNCTIONS

• Monitoring the newly implemented UChart scheduling system (Cadence) for the satellite clinics in conjunction with department referral work-queue to assure timely processing of referrals across all satellites.

• Perform data entry into research data base for outcomes measurements linked to quality initiatives. Assist in recruiting appropriate subjects for clinical research activities.

• Assist in coordinating volunteer placements across the physical therapy satellites.

• Provide relief coverage at various satellites in the event of support staff shortage.

• Assist registrars with patient insurance verification, authorization, and re-authorization.

• Establish, maintain, and periodically update a training manual for clinic assistants and front desk personnel that will serve as a printed resource for new staff.

• Serve as a trainer for departmental orientation for new incoming staff.

• Serve as a point person to keep satellite staff up to date with Joint Commission standards and compliance issues.

• Assist in coordinating specialty events related to academic department’s community service opportunities. 

• Recruit volunteers as needed.

• Perform all other essential duties of a clinic assistant

• Provide courteous greeting and patient intake functions at front desk of outpatient therapy. Notify therapists within 3 minutes of patient’s arrival.

• Perform reception duties as needed.  Answer multiple phone lines per the UHealth Etiquette guidelines.  Check phone messages and take thorough messages and deliver in a timely fashion to fellow staff.