Clinic Services Specialist - Dermatology

University of Iowa; Iowa City (IA); On-site; USD 40,000 - 55,000; Full time

Job summary

University of Iowa Health Care in Iowa City is seeking a Clinical Services Specialist to deliver exceptional patient service in a fast-paced clinical environment. The role involves scheduling, front desk duties, and coordination across departments to ensure a seamless patient experience.

The position emphasizes communication, problem-solving, and teamwork, with responsibilities spanning EPIC scheduling, patient check-in/out, insurance processing, and support for cosmetic scheduling as needed.

Qualifications

• Bachelor’s degree or an equivalent combination of education and experience.
• Six months – One year administrative experience
• Excellent written, verbal and interpersonal skills
• Demonstrated ability to handle complex situations with minimal supervision
• Experience with computer software applications, including Microsoft Office Suite

Responsibilities

• Schedule, cancel, and reschedule patient appointments and tests using the EPIC system, ensuring compliance with UI Health Care guidelines.
• Coordinate appointments across multiple UI Health Care departments, clinics, and diagnostic testing areas.
• Negotiate appointment times with patients based on provider availability, patient needs, and clinic capacity.
• Coordinate appointments for internal and external referring providers and ensure appropriate provider match and timeline.
• Monitor and maintain the Appointment Request work queue, ensuring timely and accurate processing; elevate issues to administration as needed.
• Work EPIC in-baskets including staff messages, orders, patient reminders, CRMs, and patient advice or scheduling requests.
• Make outbound calls to schedule or reschedule appointments based on work queue activities.
• Provide additional coverage for surgery and cosmetic scheduling, including out-of-pocket estimates, insurance authorizations, and financial arrangements.

Skills

Administrative experience

Microsoft Office

Communication skills

Customer service

Education

Bachelor’s degree

Tools

EPIC system

Job description

The Department of Dermatology at University of Iowa Health Care is seeking a motivated, patient-focused professional who thrives in a fast-paced, team-oriented clinical environment. The ideal candidate will be passionate about delivering exceptional customer service to patients and their families, and will demonstrate adaptability, professionalism, and strong communication skills.

The Clinical Services Specialist (CSS) plays a vital role in ensuring a seamless patient experience. This position requires excellent communication and problem-solving skills to navigate the complexities of patient scheduling, front desk operations, overbook procedures, and coordination of care with multiple departments and external facilities. Frequent collaboration with nurses, medical assistants, physicians, and advanced practice providers (APPs) is essential to support the delivery of high-quality care.

Position Responsibilities

· Schedule, cancel, and reschedule patient appointments and tests using the EPIC system, ensuring compliance with established UI Health Care guidelines.

· Coordinate appointments across multiple UI Health Care departments, clinics, and diagnostic testing areas.

· Negotiate appointment times with patients based on provider availability, patient needs, and clinic capacity.

· Coordinate appointments for internal and external referring providers and ensure appropriate provider match and timeline.

· Monitor and maintain the Appointment Request work queue, ensuring timely and accurate processing; elevate issues to administration as needed.

· Work EPIC in-baskets including staff messages, orders, patient reminders, CRMs, and patient advice or scheduling requests.

· Make outbound calls to schedule or reschedule appointments based on work queue activities.

· Provide additional coverage for surgery and cosmetic scheduling, including out-of-pocket estimates, insurance authorizations, and financial arrangements.

Patient Interaction & Front Desk Support

· Perform patient visit check-in and check-out functions.

· Confirm and update patient demographics, insurance, and caregiver information.

· Collect insurance co-payments at the time of check-in, following UI Health Care policies.

· Inform patients of visit-specific preparatory instructions and ensure communication through their preferred method.

· Provide front desk coverage as needed, including retail product sales, out-of-pocket payments, and check-in/out duties.

· Serve as an intermediary between patients, clinical staff, and scheduling personnel to resolve concerns and ensure patient needs are met.

· Negotiate scheduling changes with providers and communicate updates to relevant staff and supervisors.

· Communicate scheduling policies and procedures to other schedulers through written and verbal communication.

· Collaborate with peers, attend staff meetings, and contribute to the continuous improvement of scheduling workflows.

· Work with outside providers to obtain necessary documentation, such as notes, images, or biopsy reports prior to dermatology appointments or surgeries.

Documentation, Support & Quality

· Scan documents into the electronic health record, including insurance approvals, authorizations, and other supporting documentation.

· Support insurance preauthorization staff by submitting prior authorizations for procedures and prescriptions.

· Support the Cosmetic Coordinator with tasks such as Advanced Beneficiary Notices, cosmetic financial agreements, processing service charges, and retail product sales with basic product education.

· Update and maintain training materials and reference documentation.

· Provide ideas and feedback to improve scheduling processes and enhance service quality.

Leadership & Professionalism

· Serve as a mentor, role model, and service excellence ambassador for staff, co-workers, patients, and visitors.

· Uphold departmental best practices, quality standards, and UI Health Care professionalism policies.

· Perform other duties as assigned.

UI Health Care Core Values (WECARE)

W elcoming

We strive for an environment where everyone has a voice that is heard, that promotes the dignity of our patients, trainees, and employees, and allows all to thrive in their health, work, research, and education.

We achieve and deliver our personal and collective best in pursuit of quality and accessible health care, education, and research.

We collaborate with health care systems, providers, and communities across Iowa and the region as well as within our university community. We believe teamwork—guided by compassion is the best way to work.

A ccountability

We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgement occur.

R espect

We create an environment where every individual feels safe, valued, and respected, supporting the well-being and success of all members of our community.

E mpowerment

We commit to fair access to research, health care, and education for our community and opportunities for personal and professional growth for our staff and learners.

Minimum Eligibility Requirements

· A Bachelor’s degree or an equivalent combination of education and experience.

· Six months – One year administrative experience

· Excellent written, verbal and interpersonal skills

· Demonstrated ability to handle complex situations with minimal supervision

· Experience with computer software applications, including Microsoft Office Suite

Desired Qualifications

· Experience with the EPIC system.

· Experience scheduling in an outpatient health care setting.

· Experience maintaining professionalism while handling difficult situations with callers/customers.

· Knowledge of University of Iowa policies, procedures and regulations.

In order to be considered, applicants must upload a resume and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.

Job openings are posted for a minimum of 7 calendar days.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.

References: Five professional references will be requested and required at a later step in the recruitment process.

Contact [e-mail] with any questions or inquiries regarding this position opening.

Additional Information

• Classification Title: Clinic Services Specialist
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

Contact Information

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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