Administrative Assistant

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The Department of Physical Medicine and Rehabilitation is currently seeking a full time Administrative Assistant to work in Miami. The Administrative Assistant performs a variety of clerical functions and office support activities for the Department of Physical Medicine and Rehabilitation to facilitate the efficient operations of the office. The incumbent of this position will provide administrative support to various providers in a clinical setting. This will require collaborative efforts amongst department team members and other departments.

CORE JOB FUNCTIONS

1. Supports department and/or department leadership with daily clerical tasks.

2. Prepares basic reports, charts, budgets and other presentation materials.

3. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.

4. Plans meetings and takes detailed minutes, as needed.

5. Answers phone calls, provides information to callers or connects callers to appropriate staff.

6. Schedules appointments and updates calendars.

7. Makes travel arrangements and reservations for department leadership and staff, as needed.

8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.

9. Greets and provides general support to visitors.

10. Develops and maintains department filing system.

11. 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 expand

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

Education:

High school diploma or equivalent

Experience:

Minimum 1 year of relevant experience. Experience in a clinical setting preferred

Department Specific Functions

• Provides operational support to the Chair and Sr. Department Administrator, assisting with policy creation and implementation, identifying areas for optimizing efficiencies, and enhancing service to our patients and other stakeholders.

• Hires, trains, counsels, and terminates support personnel with the assistance of the Sr. Department Administrator and the Chairman of the Department including: Approves bi-weekly time documents, Completes yearly performance evaluations

• Prepares an annual staffing plan to support the Department of Physical Medicine and Rehabilitation patient business services, Continuously evaluate and improve system processes, Ensure that new and current employees attend UChart, managed care and other training courses related to practice operations.

• Analyzes EPIC and other management reports to prepare monthly summary of departmental performance using prescribed reporting formats.

• Solves difficult payment and associated business office problems.

• Audits problem accounts. Meets periodically with faculty members on billing and collection matters.

• Resolves problems relating to patient financial services. Reviews the departmental Account for patient's accounts receivable and makes the necessary transfers within the Department or to other departments within the Medical School in accordance with established University policies and procedures.

• Ensures timeliness and accuracy of data, deposits of checks not related to insurance in accordance with Departmental and UMMG policies.

• Act as liaison for the department with UHealth Connect and Clinic Managers to ensure that the department's requirements pertaining to appointment scheduling and professional billing insurance verification are met.

• Assist faculty members on an as needed basis on front end issues and all their clinical issues.

• Coordinate and supervise daily clinical activities for our clinic locations, which include:

• Ensure that the master schedules, appointment scheduling, cancellations and rescheduling of all clinics are properly handled per University policy.

• Resolve problems encountered by the staff pertaining to UMMG policies and procedures, insurance/managed care contracts, referrals, etc.

• Aid in setting up clinics for all faculty and for changes. 

• Serve in the capacity of Service Ambassador for the Department.

• Resolve as many issues as possible as they occur and to triage or elevate issues that cannot be personally resolved.

• Facilitate the needs of our external customers (patients, payers, business associates, etc).

• Responsible for the on-going training and communication of changes in policies and procedures through feedback to staff via regular meetings.

• Acts as a resource for any departmental staff or faculty when it comes to information about registration, insurance verification, documentation guidelines including advising or referring providers to appropriate sources accordingly.

• Provides information and ideas regarding strategy, operational initiatives, and policies.

• Continuously work with Jackson leadership and clinic staff for the management of clinics located at the Christine E Lynne Rehabilitation Center. Manage the onboarding, credentialing, and offboarding processes for all physicians and mid-level providers Performs other duties as assigned

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

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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