Job Description

Locations: Gainesville, Florida

Categories: Office and Clerical

Req ID: 70692

Overview

Position Summary and Key Responsibilities

To deliver exceptional, patient-centered care by ensuring the seamless coordination and completion of all scheduling, registration, insurance verification, financial clearance, preoperative laboratory testing, medical workup, and communication processes for patients undergoing major and minor surgical procedures.

The incumbent is responsible for overseeing and ensuring that team members accurately verify insurance coverage and benefits, obtain required prior authorizations, prepare prepayment estimates, and facilitate the collection of payments. Responsibilities also include providing comprehensive financial counseling, establishing payment plans, securing financial sponsorship for uninsured patients, and ensuring the accuracy and timely maintenance of demographic and financial information within UFHP and UF Health System.

The incumbent will oversee the review and financial screening of clinic and operating room (OR) schedules, working collaboratively with financial counselors to ensure all patient accounts are appropriately screened and financially cleared. This position is responsible for maximizing operating room utilization by monitoring departmental surgical calendars, partnering with providers and surgical scheduling teams to fill open block time, and ensuring any unused block time is released back to the OR in a timely manner for redistribution.

Additionally, the incumbent will develop, implement, and monitor internal processes designed to improve point-of-service (POS) collections for clinic visits and preoperative payments for elective surgical procedures. This includes overseeing prepayment estimates and collection processes, establishing performance goals with the team, monitoring outcomes, and identifying opportunities for process improvement and increased financial accountability.

The incumbent serves as a key liaison among physicians, patients, payers, surgery schedulers, financial counselors, and medical leadership to coordinate the planning, scheduling, communication, and education necessary to ensure an efficient, seamless, and patient-focused surgical experience. This role requires proactive communication, collaboration, and problem-solving to address barriers that may affect patient readiness for surgery.

Additional responsibilities include:

• Providing operational oversight and support for front-office and financial counseling functions, including check-in, check-out, and financial counseling coverage as needed.
• Overseeing the ordering and maintenance of clerical supplies to ensure adequate resources for daily operations.
• Managing and monitoring clerical in-basket messages to ensure timely review, appropriate routing, and resolution.
• Assisting the ACU Manager with monitoring and resolving missing charge reports and clerical work queues to support accurate and timely charge capture and workflow completion.
• Supporting staff productivity, workflow efficiency, and accountability through ongoing oversight, communication, and process improvement initiatives.
• Providing coverage for other practices, adjusting work schedules, or flexing hours as operational and staffing needs require.

The incumbent is expected to demonstrate strong leadership, organizational, communication, and problem-solving skills while maintaining a commitment to operational excellence, financial stewardship, staff collaboration, and the delivery of high-quality, patient-centered care.

Qualifications

Minimum Education and Experience Requirements

High school diploma or equivalent required. A minimum of three years of experience in business operations, financial services, healthcare administration, or physician practice management is required. Working knowledge of CPT and ICD-9/ICD-10 diagnosis and procedure coding is also required.

Educational qualifications may be substituted for professional experience as follows:

• A four-year bachelor's degree may substitute for two years of required financial or physician practice experience.
• An associate degree or equivalent relevant coursework may substitute for one year of required experience.

Prior experience with the EPIC electronic health record system is preferred.

The successful candidate must demonstrate excellent verbal and written communication, organizational, critical-thinking, and problem-solving skills. Must possess the ability to manage multiple responsibilities, establish priorities, meet deadlines, and work effectively in a collaborative, team-oriented environment.

The incumbent must be comfortable discussing sensitive financial matters with patients, providing financial counseling, explaining payment obligations, and collecting payments in a professional, respectful, and patient-centered manner. Strong interpersonal skills, attention to detail, sound judgment, and the ability to maintain confidentiality are essential.

Motor Vehicle Operator Designation

Employees in this position will not be required to operate a motor vehicle for an assigned business purpose.

Note: A frequent driver is defined as an employee who uses a personal or Shands vehicle for business purposes at least once daily, makes five or more individual trips per week, or drives an average of more than 150 miles per week while performing job responsibilities.

Licensure/Certification/Registration

Not applicable (N/A)