University of Miami

Business Operations

• Facilitates the prompt resolution of problems related to pre and post care that arise in daily clinical operations
• Performs general administrative and receptionist functions, including answering incoming calls and managing patients
• Assists patients in a courteous, efficient, and professional manner
• Ensures adherence to divisional and departmental service standards

Clinical Business Operations Representative 2

Administrative Assistant

• Supports department and leadership with daily clerical tasks.
• Prepares reports, charts, budgets, and presentation materials.
• Responds to routine inquiries with standard correspondence.
• Plans meetings and takes detailed minutes.
• Answers phone calls, provides information, or connects callers to appropriate staff.
• Schedules appointments and updates calendars.
• Composes and types of correspondence, creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.
• Develops and maintains an organized filing system for the department, ensuring confidentiality.
• Provides reception services, schedules meetings, and travel.
• Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.
• Assists faculty by answering questions, locating information and materials, and assisting in test preparation.

Events

• Repair and maintain facilities and systems
• Collaborate with team members to achieve efficient operations
• Perform troubleshooting and repairs as needed

Facilities Maintenance

Manager

• conducts initial, concurrent and retrospective chart reviews for clinical utilization and authorization
• coordinates with the healthcare team for optimal and efficient patient outcomes
• provides communication of progress and or determination to the clinical team and or the patient
• monitors care and acts as a liaison between patient/family, healthcare personnel, and insurers
• evaluates the needs of the patient, the resources available, and recommends and facilitates for the best outcome

Oncology Prior Authorization Case Manager, Non-RN

• Oversee administrative and financial aspects of the Sponsored Programs division
• Review all material budget variances and develop plans of corrective action
• Prepare monthly variance reports for management
• Manage portfolios for private and government grants
• Develop and maintain grant allocation systems
• Formulate comparative analyses of operating programs costs
• Approve all disbursement requests for accuracy
• Establish and assess internal controls compliance with policies
• Train employees on controls within the function

Manager, Sponsored Programs – SCCC Post Award

• Facilitate prompt resolution of problems related to pre and post care that arise in daily clinical operations
• Perform general administrative and receptionist functions, including answering incoming calls and efficient management of patients
• Acquire necessary patient care and records and manage/scan outside records into online system
• Interact and support the Physician and the ARNP/RN to ensure smooth operation of the medical practice; arrange treatments and schedule tests, appointments, procedures, and consultations
• Communicate with physicians, nurses, clinical staff, and patients concerning patient care
• Triage patient problems and inquiries to the appropriate physician or nurse
• Schedule patient tests and procedures with ancillary services in UMHC and JMH, including lab tests, nuclear medicine, x-rays, MRI, psychosocial, etc.
• Schedule Peer to Peer for Radiology exams
• Answer phone calls utilizing the NICE inContact phone system and transfer to admins or APRN/Physician teams as needed
• Perform light administrative duties such as sorting Team Faxes and provide coverage for administrative staff when needed
• Provide accurate and detailed messaging via secure chat, email or Telephone Encounters and ensure precise transcription and documentation
• Support physicians, admins and APRN team by performing tasks related to organization and communication

Clinical Business Operations Representative 3

• Oversee all administrative and financial aspects of sponsored research programs across assigned departments and faculty
• Increase sponsored funding levels and output of funding proposals
• Develop and implement policies and methods to maximize research funding efficacy
• Identify potential donors or funding sources and plan outreach strategies
• Participate in development of grant applications and proposals and oversee proposal submissions
• Manage pre-award tasks including budget development, sponsor guideline review, and liaison with compliance offices
• Coordinate non-funded agreements (DUAs, MTAs, NDAs), no-cost extensions, and amendments
• Handle sponsor communications and submission of required materials (JIT, PRAMs, biosketches, RPPRs)
• Provide post-award oversight including financial forecasting, effort distribution, and expenditure review
• Review and approve requisitions, expense reports, and purchase orders in Workday
• Train employees on internal controls and ensure compliance with university policies
• Supervise sponsored programs staff and prepare performance reports
• Support ad hoc reporting and special projects for the Executive Dean for Research

Sr. Manager, Sponsored Programs

• Adhere and perform timely prospective review for services requiring prior authorization as well as timely concurrent review for continuation of care services
• Follows the authorization process using established criteria as set forth by the payer or clinical guidelines
• Accurate review of coverage benefits and payer policy limitations to determine appropriateness of requested services
• Refers to the treatment plan for clinical reviews in accordance with established criteria and guidelines
• Facilitates communication of denials and or Peer to Peer requests between payers and the healthcare team
• Identifies potential delays in treatment or inappropriate utilization by reviewing the treatment plan, serves as a resource to provide education regarding payer policies and assists with coordination of alternative treatment options
• Ensures and Maintains effective communication regarding authorization status and determination to the clinical team and on occasion the patient.
• Proactive communication with leadership regarding barriers and or potential delays in care
• Identifies opportunities for expedited requests and prioritizes caseload accordingly
• Maintains knowledge regarding payer reimbursement policies and clinical guidelines

• Supports department and/or department leadership with daily clerical tasks.
• Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
• Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
• Plans meetings and takes detailed minutes, as needed.
• Answers phone calls, provides information to callers or connects callers to appropriate staff.
• Schedules appointments and updates calendars.
• Makes travel arrangements and reservations for department leadership and staff, as needed.
• Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Develops and maintains department filing system.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• Department Specific Functions: Communicates and delivers urgent messages to corresponding providers; Initiates onboarding procedures and assists with offboarding tasks for departing providers/staff members with oversight and guidance from Department Administrator/Sr. Practice Manager; Responsible for annual appointments, promotions, and Tenure (APT) process, & voluntary appointments (staff physicians/VA); Transcribes Divisional Meeting Minutes for distribution and future reference; Coordinates work orders for equipment/office maintenance for faculty; Processes CME expense reports for faculty; Maintains Divisional and Departmental spreadsheet accordingly; Makes travel arrangements and reservations for department leadership and staff, as needed; Oversees Kyrus Website management/updates and other cloud storage systems; Distributes Press Gainey scores to providers; Updates and edits QGenda schedule as needed; Responsible for working with Department Administrator/Sr. Practice Manager in calendar management and scheduling of candidates, events, and business-related activities; Composes emails and correspondence, answers telephone calls and addresses these accordingly, also reserves conference rooms as needed; Responsible for collecting data regarding physician availability for Wards, MOD and On-Call; Distributes corresponding calendars as needed; Processes and distributes mail.
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.

Clinical Business Operations Representative 2

Administrative Assistant

Facilities Maintenance

Oncology Prior Authorization Case Manager, Non-RN

Manager, Sponsored Programs – SCCC Post Award

Clinical Business Operations Representative 3

Sr. Manager, Sponsored Programs

Oncology Prior Authorization Case Manager, Non-RN

Sr. Administrative Assistant (Hybrid/Remote)