Clinic Services Specialist - Urology

University of Iowa; Iowa City (IA); On-site; USD 48,000 - 56,000; Full time

Job summary

University of Iowa Health Care Department of Urology is seeking a Clinic Services Specialist to manage scheduling, check-in, and patient support to ensure an excellent patient experience. The role uses the EPIC system to coordinate appointments, direct patient flow, and communicate effectively with staff and patients.

Qualifications include 6 months to 1 year of administrative experience, strong communication skills, and proficiency in Microsoft Office.

Qualifications

• Bachelor’s degree or equivalent required.
• Six months to one year of related administrative experience.
• Excellent written, verbal and interpersonal communication skills.
• Experience working in customer service.
• Proficiency in computer software applications, including Microsoft Office Suite.

Responsibilities

• Schedule patient appointments and tests using the EPIC system.
• Greet patients and assist with check-in and documentation.
• Coordinate patient flow and direct to waiting areas.
• Answer clinic calls and schedule appointments.
• Collect co-insurance and co-payments at check-in.
• Provide high level customer service to patients and visitors.
• Support training for new students and staff.
• Update and maintain training documentation and resources.
• Assist with resolving scheduling issues and communicate changes to staff.

Skills

Customer service

Communication

Administrative experience

EPIC experience

Microsoft Office

Education

Bachelor’s degree or equivalent

Tools

EPIC system

Microsoft Office Suite

Job description

The University of Iowa Health Care Department of Urology is seeking a Clinic Services Specialist. This position is responsible for duties related to access, scheduling, wayfinding and support to assure effective and efficient delivery of health care services striving toward an excellent patient experience. Positions in this job family are engaged in one or more activities related to scheduling patient appointments, serving as a patient advocate, handling patient access requests, handling service recovery incidents, ensuring appointments are scheduled appropriately, checking in patients and scheduling follow up appts at checkout and using independent judgement to best ensure the patient has an excellent experience.

• Schedule patient appointments and tests and coordinate appointments with other University of Iowa Health Care departments utilizing the EPIC system, assuring compliance with established guidelines.
• Perform reception coverage; assist with patient appointment check in process through the Epic systems; greet patients upon arrival to the clinic; answer questions in a manner that applies service excellence principals; update patient address, phone, insurance, MSP data and caregiver information; assure patients complete and/or sign all appropriate documentation.
• Facilitate patient flow within the clinic and hospital through utilization of the Epic Department Appointments Report; direct patients to appropriate waiting areas; assist patients with directions to other UI Health Care clinics; provide patients with parking validation.
• Answer incoming clinic calls, field and answer questions, schedule appointments, route calls and relay messages appropriately. Work with numerous distractions and interruptions.
• Collect patient co-insurance and co-payments at time of check-in following established UI Health Care policies; close daily batch; complete variance reports.
• Maintain personal cash drawer, following set University of Iowa policies and guidelines.
• Assists with resolving immediate scheduling issues by working directly with clinical supervisor.
• Notifies supervisor of unresolved scheduling issues.
• Serves as an intermediary between patients and nursing personnel regarding scheduling concerns and medical needs.
• Coordinates appointment for other University of Iowa Health Care departments as needed.
• Negotiate schedule changes with providers and communicates changes with staff/supervisors.
• Contribute ideas and seek ways to improve assigned processes. Provide feedback to management on means to achieve goals and resolve service issues.
• Attend scheduling staff meetings. Collaborate with peers and co-workers to enhance the delivery of health care.
• Provide training to new students/staff.
• Update and maintain training documentation and resources.
• Provide high level customer service with internal and external customers, including patients, visitors, physicians and other clinical staff.
• Ensure patient satisfaction and safety by ensuring calls and inquiries are documented and triaged appropriately.
• Address concerns of patients, provide service recovery, and escalated issues as needed.
• Serve as mentor, role model, and service excellence ambassador for staff, co-workers, patient and visitors.
• May perform other duties as assigned.

Education Required

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

Experience Requirements

• Six months – 1 year related administrative experience.
• Excellent written, verbal and interpersonal communication skills.
• Experience working in customer service
• Proficiency in computer software applications, including Microsoft Office Suite

Desirable Qualifications

• Minimum 1 year scheduling in an outpatient clinic setting is highly desirable.
• Experience working with EPIC.
• Knowledge of University of Iowa Health Care policies, procedures and regulations.
• Ability to maintain professionalism while handling difficult situations with callers and customers
• Demonstrated ability to handle complex situations with minimal supervision
• Demonstrated attention to detail
• Excellent organizational skills
• Knowledge of medical terminology
• Demonstrated ability to resolve issues related to customer concerns or workflow changes and challenges.
• Knowledge of University of Iowa policies, procedures, and regulations.

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 Sandy Moenk at [e-mail] or 319-356-0748.

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: Sandy Moenk
• Contact Email: [e-mail]