Admin Services Coordinator

The University of Iowa; Iowa City (IA); On-site; USD 45,000 - 60,000; Full time

Job summary

The University of Iowa Neurology Outpatient Clinics seek an Administrative Services Coordinator to provide daily administrative and clinical operational support. You will serve as receptionist, manage pre-visit, visit, and post-visit activities, and coordinate patient and physician schedules in a high-volume setting.

Responsibilities include check-in/check-out support, HIPAA compliance, EPIC data entry, and coordinating referrals, transportation, and follow-up appointments, with a focus on

Qualifications

• The position requires a bachelor’s degree or equivalent education/experience.
• At least 1 year in a medical/clinic setting.
• Experience with Epic EHR is required or preferred.
• Proficiency with MS Word, Excel, and Outlook.

Responsibilities

• Assists with reception and patient check-in/out duties.
• Coordinates patient and physician schedules.
• Explains HIPAA policy and obtains signatures.
• Gathers demographics and manages referrals in EPIC.

Skills

Communication

Customer service

Scheduling

Team coordination

Education

Bachelor’s degree or equivalent

Tools

MS Word

Excel

Outlook

Epic

Job description

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 Qgena-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.

Additional Information

• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Equal opportunity employer

The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, [phone] or [e-mail] . For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543 .

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