Admin Services Coordinator

Socket.dev; Iowa (LA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Administrative Services Coordinator (ASC) supports the Department of Neurology Outpatient Clinics with daily administrative and clinical operational tasks. Responsibilities include reception, check-in/out, and coordinating patient and physician schedules to manage pre-visit, visit, and post-visit activities.

The role requires HIPAA knowledge, proficiency with EPIC and standard MS Office tools, and strong communication skills to support patients and clinical teams effectively.

Qualifications

• Bachelor’s degree or an equivalent combination of education and experience.
• 1 year experience in a medical/clinic setting.
• Recent working experience with electronic health records (e.g., Epic).
• Proficiency in computer software applications (MS Word, Excel, Outlook).
• Excellent written and verbal communication skills.

Responsibilities

• Assists with reception/patient check-in/check-out duties for the Neurology Clinic and Neuropsychology Clinic; checking-in patients and opening/closing clinics for the day.
• Gathers patient demographics; explain HIPAA policy and obtain patient signatures.
• Directs patients to various tests and research study locations.
• Orders transportation for patients through volunteer services and EPIC.
• Answers phones at reception and direct calls to the appropriate services.

Skills

Communication skills

Attention to detail

Customer service

Team coordination

Education

Bachelor’s degree or equivalent

Tools

EPIC

MS Word

Excel

Outlook

Job description

Position Summary

The Administrative Services Coordinator (ASC) supports the Department of Neurology Outpatient Clinics. This position performs daily administrative and clinical operational support duties, including serving as receptionist, as well as providing extensive communication with patients and external entities to manage pre-visit, visit and post-visit activities. Responsibilities include coordinating patient and physician schedules, acting as access navigator, providing check-in duties, attending patients in exam rooms, and assisting with check out and scheduling follow-up appointments.

Position Responsibilities

• Assists with reception/patient check-in/check-out duties for the Neurology Clinic and Neuropsychology Clinic; checking-in patients and opening/closing clinics for the day.
• Assists with daily staffing needs as requested by the Clinical Operations Supervisor to ensure adequate staffing is met.
• Gathers patient demographics. Explain HIPAA policy and obtain patient signatures.
• Obtains signatures on forms to allow patient information to be sent to insurance companies.
• Refers to EPIC documents as needed to answer questions regarding patient appointments.
• Directs patients to various tests and research study locations.
• Orders transportation for patients through volunteer services and EPIC.
• Answers phones at reception and direct calls to the appropriate services.
• Enters physician referral information into EPIC as needed.
• Distributes parking stickers and maintain accurate records.
• Collects co-payments at time of check-in.
• Performs as back-up for support staff during absences, assisting with scheduling patient appointments/tests and other duties for support services schedulers as needed.
• Assists patients and staff with benefits investigation and enrollment of patients into prior auth status (e.g., infusions, pharmacy). This includes communicating with patients, pharmacists and/or providers to gather relevant information; initiating and following through for required prior authorizations, which may include pharmacy or medical authorizations; and assisting clinical pharmacy specialists or other providers with initiation of appeals when applicable.
• May provide Qgenda maintenance assistance to Clinical Services Coordinator and serve as backup for Qgenda-related tasks.
• Performs miscellaneous clerical duties as assigned.
• Performs as primary contact for the Neurology Labs by providing information and responding to inquiries, gathering medical information from patients, and providing information using available resources.
• Prepares and administers correspondence to patients about clinic visits and research, and communicates patient needs to the clinical team.
• Communicates with other clinical sites internal and external, and manages communications between clinical team and the various research programs as needed.
• Utilizes existing resources and learns to achieve or exceed desired outcomes of current and future organizational goals/needs.
• Meets or exceeds customer service needs and expectations and provide excellent service in a direct or indirect manner.
• Effectively transmits and interprets information through appropriate communication with internal and external customers.

Required Qualifications

• Bachelor’s degree or an equivalent combination of education and experience
• 1 year experience in a medical/clinic setting.
• Recent working experience with electronic health records (e.g., Epic)
• Proficiency in computer software applications (e.g., MS Word, Excel, Outlook)
• Excellent written and verbal communication skills

Desired Qualifications

• Experience with patient scheduling, clinical schedule workflows, or coordination of patient activities.
• Knowledge of University of Iowa Health Care policies and procedures
• Experience working with spreadsheets and database data entry.
• Demonstrated ability to be self-directed and demonstrate excellent judgment in prioritizing multiple projects and assignments.

This position is not eligible for University sponsorship for employment authorization.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact Lilli Wulff at [e-mail] or 319-356-4417.