Clinical Business Operations Representative 2 - H

The Department of Medicine, Division of Pulmonary, Critical Care, and Sleep Medicine has an exciting opportunity for a Full-Time Clinical Business Operations Representative 3 to work on the UHealth Campus. The Clinical Business Operations Representative 3 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 assists patients in a courteous, efficient and professional manner and ensures adherence to divisional and departmental service standards.

*This position is hybrid.*

CORE RESPONSIBILITIES                                                                                                           

• Assists the department in managing expectations surrounding pre and post patient care.

• 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, responds to questions, directs calls, and documents 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 need arises.

• 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. 

Department Specific Functions

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

• Obtain pre-authorization for oral medications, diagnostic exams, and patient procedures, coordinate medical necessity letters and other documents for patient assistance program under nurse and/or physician supervision.

• Communicate with internal and external facilities to confirm the receipt of orders and prescriptions for the patient (i.e. outgoing referrals, diagnostic tests, medications, durable medical equipment).

• Coordinate physician schedule and outpatient clinic.

• 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 VIP and international patients.

• Reviews patient demographic information, insurance information and referral numbers for accuracy while having patient on the phone.

• Accurately records all data and maintains necessary records or files for future new patient appointments in BOX, relating to clinical care received via main fax machine, distribution of incoming faxes and mail.

• Scan outside medical records/documents into UChart to have them ready for patients next follow up appointments.

• Acquire the materials necessary for the patient visit including medical records and x-rays.

• Communicates with patients regarding delays in schedule.

• Respond to medical records inquiries on the in person, via fax, telephone and general medical records e-mail.

• Proactively works physicians clinical scheduled to maximize time and manage capacity.

• Monitoring access to new appointments and management of any waiting lists for appointments.

• Manage the UChart Inbasket for assigned division.

• Answer phones, triage, and follow-through on messages and information requests from internal and external customers

• Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty members’ clinical activities and their academic/administrative work.

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 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 appropriate combination of relevant education, experience and/or certifications may be considered.