Clinic Services Specialist - Ophthalmology

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

Job summary

The University of Iowa Hospitals and Clinics is seeking a Clinic Services Specialist to manage patient scheduling and ensure a smooth appointment process. This role involves coordinating with various departments, maintaining work queues, and serving as a patient advocate. The ideal candidate will have strong organizational and communication skills and a commitment to patient-centered care.

Qualifications

• 6 months – 1-year administrative experience required.
• Ability to handle multiple tasks quickly and effectively.

Responsibilities

• Schedule, cancel, and reschedule patient appointments.
• Coordinate patient appointments with other clinics.
• Serve as a patient advocate.

Skills

Patient centered

Organizational skills

Communication

Problem-solving

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

The University of Iowa Hospitals and Clinics, Department of & Visual Sciences is seeking a 100% Clinic Services Specialist. The Clinic Services Specialist (CSS; PVL2; 3A) schedules patient appointments/inquiries for the Department of Ophthalmology for multiple sub clinics and ensures that patients are scheduled to the right department based on their urgency. Ensures the correct visit types, provider, date, length of visit, and time are utilized. Schedules into the appropriate timeframe in alignment with requested plan of care, urgency and desired appointment date. Ensures appropriate appointment prerequisites are completed and obtained. Responsible for maintaining the Patient and Referral Work queues and assigning responsibilities among employees to ensure that these work queues are completed in a timely and accurate manner. Monitors progress of work queues and reports any issues and concerns to administration. Coordinates all necessary preparatory tests and obtains records to maximize the efficiency of the visit. Informs patient of their visit specific preparatory instructions and ensures notification about their upcoming appointments via their communication method of choice. Follows the appropriate workflows to confirm the patient is financially secured for their visit. Anticipates the needs of the patient and serves as a patient advocate. Assists and problem solves any scheduling issues that arise. Uses independent judgement in determining how to assist patient requests outside of the scope of scheduling. Upholds the departments best practices, quality, and professionalism standards and policies. Serves as a mentor, coach, role model, and service excellence ambassador for staff, co-workers, patients, and visitors. May complete special projects for the department. May attend clinic or department meetings to serve as a scheduling content expert. May perform other duties as assigned.

POSITION RESPONSIBILITIES

• Answer incoming calls for multiple assigned clinics
• Schedule, cancel, and reschedule patient appointments through negotiations with the patient
• Coordinate patient appointments with other clinics
• Confirms demographics, insurance, MSP, and caregiver information and makes changes as needed.
• Triage process – works with nursing to coordinate same day urgent/emergent appts
• Provide back up support to Clinic Services Specialist lead in regards to monitoring templates
• Provide additional support to Insurance Preauthorization personnel
• Identify self-pay patients and works with financial counseling to secure payments prior to appointments.
• Answers questions about clinic procedures according to department instructions.
• Schedules outpatient appointments on a daily basis.
• Arranges appointments for patients and house staff who come to scheduling area.
• Schedules appointments for patients who call based on physician's availability,
  patient's needs, and current schedules.
• Schedules appointments from outside referring physicians based on house physician availability and schedule.
• Schedule appointments from the Ophthalmology Website and voicemail requests.
• Telephones other scheduling centers to coordinate appointments and set up referrals/consults to other departments.
• Negotiate appointments with patients and other departments.
• Negotiate schedule changes with providers and communicates changes with staff/supervisors.
• Serve as a patient advocate
• Route calls to the appropriate area if they are not within the scope of scheduling
• Work the Epic work queues
• Work the Epic in-baskets which could include: staff messages, orders, patient reminders, patient scheduling, CRMs, patient advice requests, etc.
• Work rescheduled lists/bump lists
• Work recalls
• Make outbound calls
• Fax/scan
• Provide scheduling coverage in staff absence
• Provide back up for outpatient scheduling departments performing scheduling maintenance functions as deemed necessary
• Coordinate provider schedules (Master schedules, daily templates and clinic closures) for clinics as assigned
• May perform other duties as assigned

University of Iowa Hospitals & Clinics—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.

Percent of Time: 100%

Schedule: Monday - Friday, 8:00a-5:00p

Location: UIHC, Iowa City

Rotations: N/A

On Campus: This position is performed fully on campus.

Pay Level: 3A

REQUIRED QUALIFICATIONS

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

• 6 months – 1-year administrative experience.

• Patient centered and a patient advocate

• Ability to anticipate needs, problems and potential issues and use judgment, foresight and problem-solving skills to troubleshoot, recommend and implement solutions.

• Demonstrate careful attention to detail and accuracy, strong organizational skills and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.

• Excellent written and verbal communication skills required including ability to compose communications and grammatically correct documents in a concise, logical and organized manner.

• Proficient in computer software applications (Microsoft Office Programs)

• Job related experience with and/or commitment to customer service excellence.

DESIRED QUALIFICATIONS

• Three years + administrative support experience in a healthcare and collegiate setting is highly desirable.

• Three years + with support experience with multiple calendar and scheduling management is highly desirable.

• Experience planning and/or organizing meetings and group events.

• Experience with grant budget policies and regulations by working with grant accounts and expenses, direct and indirect costs.

POSITION & APPLICATION DETAILS

In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:

· Resume

· Cover Letter

Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.

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

For additional questions, please contact Melissa Monhollon, HR Manager, at [e-mail] or 319-356-4674.

Additional Information

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

Compensation

• Pay Level: 3A

Contact Information

• Organization: Healthcare
• Contact Name: Melissa Monhollon
• Contact Email: [e-mail]