Clinical Business Operations Specialist

Position Overview

The Department of Otolaryngology is seeking a full time Clinical Business Operations Specialist to work in Miami, FL. In this role, you will serve as a lead to Clinical Business Operations Representatives and facilitate the prompt resolution of complex issues related to pre and post patient care in daily clinical operations. You will perform administrative and receptionist functions, including answering incoming calls, managing patient flow, and handling patient care records, all while maintaining divisional and departmental service standards.

Key Responsibilities

• Assist the department in managing expectations surrounding pre and post patient care.
• Provide guidance and support to Clinical Business Operations Representatives and assist with training and continuous improvement.
• Obtain or review all patient demographic details, insurance information, and referral numbers.
• Review clinical records for completeness including authorizations, signatures, missing data, and other patient information.
• Answer multiple telephones: triage incoming calls, respond to questions, direct calls, and document messages appropriately.
• Greet visitors and callers, address inquiries, and direct them to the appropriate staff member.
• Work cooperatively with colleagues to solve problems and enhance the smooth flow of the practice.
• Provide coverage for coworkers when assigned or as needed.
• Develop and promote effective communication methods with physicians, managers, peers, trainees, and staff.
• Maintain confidentiality of all information.
• Adhere to University and unit-level policies and safeguard University assets.

Required Qualifications

• Education: High school diploma or equivalent
• Experience: Minimum 3 years of relevant experience
• Skill in data entry with minimal errors
• Ability to communicate effectively in both oral and written form
• Willingness to work evenings, nights, and weekends as necessary
• Proficiency in collecting, organizing, and analyzing data
• Ability to work independently and collaboratively
• Commitment to the University's core values

Department Specific Functions

• Coordinate scheduling for phone coverage and appointment requests for the Hearing Implant Program.
• Swiftly complete UChart message requests for evaluations and route surgery-related messages appropriately.
• Manage rescheduling of patients from provider bump lists.
• Review schedules a week in advance to verify interpreter requests.
• Confirm all appointments at least 48 hours in advance.
• Examine schedules 3 days prior to appointments to ensure Central Insurance Verification clearance.
• Prepare letters of Medical Necessity (LMN) for the HIP team.
• Check in Cochlear Implant initial kits.
• Schedule Bone Conduction Device (BCDs/BAHA) appointments for incoming calls to the Hearing Implant line.
• Document receipt of Cochlear Implant equipment in patient charts.
• Assist with organizing CI equipment and manage items pending provider or director instructions.
• Maintain a CI loaner equipment spreadsheet and related documentation.
• Manage shipping of CI equipment for international patients and companies as required.
• Support the director in triaging patient care or related requests for the HIP clinical team.
• Perform other duties as assigned.

Department Specific Qualifications

• Education: High School education
• Experience:
  • One (1) year working in a medical office setting
  • Experience with EPIC preferred
  • Bilingual preferred
• Knowledge of clinical systems interfacing with EPIC
• Critical thinking and strong interpersonal, communication, and listening skills
• Attention to detail and ability to perform tasks efficiently
• Ability to handle high-stress environments and adopt a solution-oriented mindset

Benefits & Perks

• Compensation: Competitive Salaries
• Benefits: Comprehensive benefits package including medical, dental, tuition remission, and more