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(F/T) Administrative Assistant - Bascom Palmer Eye Institute - Miami

Company: Academy
Location: Miami
Posted on: November 22, 2021

Job Description:

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The University of Miami/UHealth Bascom Palmer Eye Institute has an exciting opportunity for a full-time Administrative Assistant. The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.

  • Supports department and/or department leadership with daily clerical tasks.
  • Prepares basic reports, charts, budgets and other presentation materials.
  • Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
  • 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
    • Primarily responsible for providing support to assigned clinical specialties and providers in effort to ensure the successful coordination of care for patients throughout their journey.
    • Addresses and documents patient inquiries and communications in a timely manner through answering patient phone calls, responding to emails, monitoring EMR inbasket messages and tasks, and escalating/assigning requests as needed to ensure proper resolution.
    • Provides coordination and support to clinical practices, providers, clinical support staff, and patients.
    • Proactively assesses patient volumes and clinic flow among assigned specialties, improves the distribution of patient assignments to promote efficiency, and escalates patient scheduling issues to the clinical logistics team to facilitate optimization of scheduling templates.
    • Assists physicians with clinical activities to resolve any delays and guides patients as needed through each step of their appointment in order to improve the overall patient experience.
    • Reviews provider schedules in advance to ensure patients are scheduled appropriately and all pre-appointment requirements have been completed such as referrals, insurance authorizations for medication and procedures, test orders, etc.
    • Assists in scheduling patients as needed and follows up with patients who cancel, reschedule, or do not show for their appointments to ensure appropriate continuum of care.
    • Uses discretion to determine whether patients need to be seen urgently and expedites the scheduling of appointments with a provider or fellow.
    • Answers patient inquiries regarding medications/prescription refills, reports side effects to provider, and shows good judgment and understanding of the particular problems associated with high risk medications.
    • Manages internal/external referrals and arranges appointments with medical specialists to assist in patient care.
    • Researches and confirms outside physician contact information and requests updates to the Health System provider directory.
    • Assists clinical research coordinators as needed to facilitate care for study patients.
    • Provides ancillary, clerical, or medical related support to providers which may include patient care, clinical activities, student services, reporting/statistics, and other business needs.
    • Assists in assigning Fellows to individual clinics and works with Fellows to assure coverage of patients when faculty are not in clinic.
    • Prepares EMR correspondence for fax transmission or mailing when this cannot be done through EMR and scans documents to EMR Media tab with proper labels on a daily basis.
    • Assists clinical support staff in updating Care Teams in the EMR.
    • Promotes patient utilization and understanding of the EMR patient portal for electronic communications, test results, pre-appointment documentation, etc.

      Minimum Qualifications:

      Education:
      • High school diploma or equivalent

        Experience:
        • Minimum 1 year of relevant experience

          Knowledge, Skills and Attitudes:
          • General knowledge of office procedures and operations.
          • Ability to accurately prepare and maintain records, files, reports and correspondence.
          • Ability to communicate effectively in both oral and written form.
          • Ability to maintain effective interpersonal relationships.
          • Ability to process and handle confidential information with discretion.
          • Skill in completing assignments accurately and with attention to detail.
          • Proficiency in computer software (i.e. Microsoft Office).

            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.

            Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

            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.

            Job Status:
            Full time

            Employee Type:
            Staff

            Pay Grade:
            c103

Keywords: Academy, Miami , (F/T) Administrative Assistant - Bascom Palmer Eye Institute - Miami, Administration, Clerical , Miami, Florida

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