Clinic Services Specialist - Ophthalmology

UIOWA•Iowa City, IA

11h•Onsite

About The Position

The University of Iowa Health Care, Department of Ophthalmology & Visual Sciences is seeking a 100% Clinic Services Specialist (CSS; PVL2; 3A). The Clinic Services Specialist (CSS) – Ophthalmology provides comprehensive support for patient scheduling and front desk operations for the Department of Ophthalmology & Visual Sciences. This role manages appointment coordination, verification of patient demographics, and payment collection where appropriate. The position supports provider schedule maintenance, EPIC work queues, insurance preauthorization, and financial counseling for self-pay patients. In addition to scheduling duties, the CSS performs in-person check-in and check-out functions, ensuring patients complete required forms, remit payments, and confirm all information accurately. Acting as a patient advocate, the Clinic Services Specialist delivers exceptional service while maintaining operational efficiency and compliance with departmental procedures.

Requirements

A Bachelor’s degree or an equivalent combination of education and experience.
Patient centered focus and demonstrated ability to serve as 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.
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)

Nice To Haves

Three (3) years + administrative support experience in a healthcare, collegiate, and/or ophthalmology setting
Three (3) years + support experience with multiple calendar and scheduling management
Job related experience with and/or commitment to customer service excellence.
Experience with the EPIC system
Experience with hospital operations and/or Ambulatory Clinic operations
Knowledge of University of Iowa policies, procedures, and regulations

Responsibilities

Perform in-person check-in and check-out, ensuring patients complete required forms, remit payments, and verify all information accurately.
Schedule, cancel, and reschedule patient appointments, negotiating times based on patient needs and provider availability.
Coordinate patient appointments across multiple ophthalmology clinics and UI Health Care departments.
Answer incoming calls for assigned clinics and route calls appropriately when outside the scope of scheduling.
Verify and update patient demographics, insurance, MSP, and caregiver information.
Support Clinic Services Specialist (CSS) Lead, Clinic Services Manager, and Clinic Services Coordinator with monitoring provider templates and schedule maintenance.
Provide accurate information regarding clinic procedures in accordance with departmental guidelines.
Manage EPIC work queues, in-baskets, and scheduling tasks, including staff messages, orders, patient reminders, CRMs, and advice requests.
Maintain and update reschedule lists, bump lists, recalls, and other scheduling workflows.
Make outbound calls and handle faxing/scanning as needed.
Serve as a patient advocate, ensuring a positive experience and timely access to care.
With direction and support from department leadership, coordinate provider schedules, including master schedules, daily templates, and clinic closures.
Provide scheduling coverage during staff absences and backup support for scheduling and front desk operations across the Department of Ophthalmology
May collaborate with nursing and CSS – Triage staff to triage and coordinate same-day urgent or emergent appointments.
May assist insurance preauthorization personnel and partner with financial counseling to secure payment for self-pay patients prior to appointments.
Perform other duties as assigned.