Clinical Business Operations Specialist

Current employees of the University of Miami should use the internal application process in Workday.

About the role

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. This role performs administrative and receptionist functions, manages patient interactions, and ensures adherence to divisional and departmental service standards within the Neurology department at Boca.

Responsibilities

• 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.
• Answers multiple telephones for the department: triage incoming calls, respond to questions, direct calls, and document messages in the appropriate software.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate employee according to their needs.
• Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice.
• Provides coverage for responsibilities of co-workers when assigned or as needed.
• Develops and promotes the use of effective methods of communicating with physicians, managers, peers, trainees, and staff on a regular basis.
• Maintains confidentiality of all information.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• Handles CRM tasks daily and confirms patient appointments.
• Obtains pre-authorizations for medications and procedures; coordinates medical necessity letters and documentation for patient assistance programs under nurse or physician supervision.
• Coordinates all aspects of patient admissions and outpatient procedures, including treatments and other infusions.
• Collaborates with clinical operations staff to ensure alignment between clinical and academic responsibilities.
• Coordinates and supervises appointments for VIP and international patients.
• Authorizes pharmacy refills under physician supervision.
• Sends signed clinic notes as needed to outside physicians.
• Obtains outside medical records prior to office visits.
• Serves as a liaison between the office and referring providers.
• Manages communications with internal and external stakeholders.
• Prepares and manages general and professional correspondence related to academic, research, and clinical work.
• Schedules and coordinates fellows' schedules and physician coverage for all patient-related matters.
• Copies, faxes, and scans documents for distribution, filing, and meetings.
• Schedules and coordinates physicians' academic calendars, including interviews, meetings, lectures, conferences, and departmental events.
• Submits leave requests and vacation/leave in accordance with departmental and university policies.
• Coordinates travel arrangements for faculty, including hotel and flight bookings, and processes travel reimbursements for the research team.
• Supports CME presentations and speaking engagements through scheduling and logistics.
• Assists with education and training programs: arranges lectures, distributes educational materials, and coordinates with other training programs.
• Coordinates Stroke Meetings as needed.
• Updates and submits renewals for licenses and DEA registrations; manages credentialing, recredentialing, and membership payments.
• Maintains up-to-date physician documentation (CME, board certifications, etc.).

Requirements

• High school diploma or equivalent.
• Minimum 3 years of relevant experience.
• 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.

Benefits

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, and tuition remission.