Clinical Business Operations Representative ; H HYBRID

Clinical Business Operations Representative 2

The University of Miami/UHealth Department of Neurology is seeking a Full Time Clinical Business Operations Representative 2 for the UHealth Medical Campus. The role 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, including answering incoming calls, efficiently managing patient workflow, and acquiring necessary patient care records.

The representative assists patients in a courteous, efficient, and professional manner and ensures adherence to divisional and departmental service standards.

• Answer phones, triage, and follow through on messages and information requests from patients using UChart, as well as internal and external customers.
• Coordinate physician inpatient on‑call schedule and outpatient clinic.
• Coordinate the monthly Muscular Dystrophy Atrophy clinic.
• Schedule and coordinate the physician’s clinical schedule.
• Work closely with the department’s clinical operations staff to ensure seamless coordination between faculty members’ clinical activities and their academic/administrative work.
• Coordinate and supervise appointments for VIP and international patients.
• Review patient demographic information, insurance information, and referral numbers for accuracy while on the phone.
• Accurately record all data and maintain necessary records or files for future new patient appointments, relating to clinical care received via the main fax machine, distribution of incoming faxes and mail.
• Scan outside medical records/documents into UChart to prepare for patients’ next follow‑up appointments.
• Acquire the materials necessary for the patient visit, including medical records and x‑rays.
• Communicate with patients regarding delays in schedule.
• Respond to medical records inquiries in person, via fax, telephone, and general medical records e‑mail.
• Proactively work physicians’ clinical schedule to maximize time and manage capacity.
• Monitor access to new appointments and manage any waiting lists for appointments.
• Upload external MRI, MRA, MRV, and CT imagings when needed; manage the UChart inbox for the assigned division.

• Answer phones, triage, and follow through on messages and information requests from internal and external customers.
• Coordinate general and professional correspondence associated with faculty members’ academic, research, and clinical work.
• Copy, fax, and scan documents for distribution, filing, meetings, etc.
• Schedule and coordinate the physicians’ academic calendar, including interviews, on‑ and off‑campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty.
• Greet faculty guests and visitors and arrange meeting rooms.
• Arrange catering for meetings as needed; coordinate activities with the receptionist to ensure appropriate set‑up and clean‑up of events arranged by the division.
• Prepare and submit leave requests and vacation/leave tracking forms as outlined by department and university policy; coordinate scheduling and travel for faculty CME presentations/speaking engagements.
• Prepare and coordinate travel arrangements, including reservations for hotels, air travel, and related arrangements.
• Prepare and submit forms required for reimbursement of travel expenses, including gathering all pertinent receipts, preparing BERF, and submitting required information to the administrative office for processing.
• Maintain, requisition, and submit supplies for the division.
• Make arrangements for changes or repair of phones, computers, pagers, etc., as needed by faculty members.
• Update and submit renewals of licenses and DEA; manage membership payments and assist with initial credentialing, recredentialing, and one‑time privilege.
• Distribute updated documents to appropriate entities internally and externally; maintain updated physician documentation.

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.