Clinical Programs Coordinator III-Department of Neurosurgery

Job no: 540557
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department: 29190000 - MD-NEUROLOGICAL SURGERY

Classification Title:

Clinical Programs Coordinator III

Classification Minimum Requirements: Bachelor's degree in an appropriate area and four years of relevant experience; or an equivalent combination of education and experience. Job Description:

Clinical Operations and care Coordination
Manages and coordinates the clinical practice for one or more physicians within the Department of
Neurosurgery. Schedules for outpatient clinic appointments, surgical cases, hospital admissions,
diagnostic imaging, and ancillary testing. Coordinates care across multiple departments and specialties,
including Radiology, Neurology, ENT, Orthopedics, Oncology, and Laboratory Services. Manages
hospital admission workflows by compiling diagnostic, procedural, and insurance documentation;
identifies and resolves missing or incomplete information to prevent delays in care. Obtain authorizations
for emergencies, add-on cases. Utilizes electronic health record and scheduling systems to maintain
accurate and timely documentation. Responds to patient inquiries and independently resolves routine
issues or facilitates appropriate escalation. Ensures compliance with UF health documentation standards,
maintaining accurate entries in EPIC, SMS, and related systems.

Clinic Support, Patient Intake, and Access Management
Supports physicians during the Neurosurgical Specialties Clinic assisting with patient flow, visit readiness,
and communication across the care teams. Obtains and verifies demographic, financial, and insurance
information; secures authorizations for clinic visits, diagnostic testing, surgical procedures, and
emergency or add-on cases. Schedules for pre-operative, anesthesiology, laboratory, and radiology
appointments as required. Communicates appointment details, instructions, and follow-up information to
patients while ensuring compliance with federal and state privacy regulations. Anticipates and addresses
barriers to care, including authorization delays, incomplete testing, or scheduling conflicts. Works closely
with residents during their Transition to Practice (TTP) rotation and collaborates with APPs to facilitate
clinical operations and maintain compliance with clinic workflows.

Program Administration, Academic Support, and Administrative Coordination
Provides advanced administrative coordination for faculty, including managing correspondence,
determining appropriate routing actions, and drafting communications for review. Supports academic,
educational, and research-related activities by coordinating conferences, workshops, visitor and student
documentation, and required compliance paperwork such as HIPAA and IRB materials. Coordinates
medico-legal activities, including scheduling depositions and preparing associated documentation such as
records and imaging. Assists in planning workshops, conferences, and educational activities for the
department. Maintains complex calendars, schedules meetings, and coordinates local, national, and international travel for faculty. Supports interactions with internal and external partners, including board
members and institutional representatives.

Outpatient Care and Clinical Operations
Provides urgent after-hours clinical and surgical care coordination as required to support patient safety
and continuity of care. Rotates as needed to provide Medical Assistant (MA) coverage to maintain clinic
operations. Performs MA-level duties including call triage, initial patient intake support, and routing clinical
concerns appropriately, allowing Advanced Practice Providers (APPs) to focus on billable clinical
services. Supports timely escalation of urgent issues in accordance with established protocols.
Coordinates patient care with the RN Brain Mets Patient Navigator.

Communication, Call Management, and Referral Coordination
Serves as a primary point of contact for patients, physicians, attorneys, insurance carriers, and other
healthcare professionals. Independently responds to inquiries, resolves issues directly when appropriate,
or routes concerns to the appropriate clinical staff (e.g., physicians, residents, ARNPs, or PAs). Assists
with intake and scheduling of new patient referrals in accordance with established departmental
protocols. Facilitates communication records meet UF Health documentation standards.

Expected Salary:

$61,350-$69,700

Required Qualifications: Bachelor's degree in an appropriate area and four years of relevant experience; or an equivalent combination of education and experience. Preferred:

• Active Medical Assistant License
• Experience in an academic health center or neurosurgical setting.
• Proficiency in EPIC, SMS, and other healthcare information systems.
• Knowledge of the insurance authorization process and clinical scheduling workflows.
• Excellent interpersonal communication and organizational skills.

Special Instructions to Applicants:

For consideration, please complete an application and include a cover letter, resume and the names and email addresses of three to five references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: Yes

Salary : $61,350 - $69,700