Clinic Services Specialist - OBGYN Davenport

UIOWA•Iowa City, IA

About The Position

The University of Iowa Department of Obstetrics and Gynecology is seeking a Clinic Services Specialist for our Davenport clinic. The Clinic Services Specialist schedules patient appointments/inquiries for the department 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 that is in line with what is requested for the plan of care based on the urgency and desired appointment date. Ensures the right appointment prerequisites are completed and obtained. Observe and recommend quality improvements relating to improved patient access. Monitor reports for evaluation of training opportunity and growth. 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. Schedule patient referrals, ensuring the patients previous records are scanned into the chart. Monitoring various work queues and scheduling patients accordingly. Verify patients’ insurance upon check-in. Taking patient payments in the form of co-pays or prepayment for upcoming services. The Clinic Services Specialist anticipates the needs of the patient and serves as a patient advocate. The scheduler will assist, and problem solve any scheduling issues that arise. The scheduler 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. They may attend clinic or department meetings to serve as a scheduling content expert. May perform other duties as assigned.

Requirements

A Bachelor's degree or equivalent combination of education and experience
6 months - 1 year administrative experience
Patient centered and a patient advocate
Proficiency in computer spreadsheet and database applications
Excellent written and verbal communication skills
Excellent organization skills
Job related experience with and/or commitment to customer service excellence

Nice To Haves

Minimum of 1 year of experience initiating, managing, and training staff
Ability to troubleshoot and adapt independently
Experience with the EPIC system
Experience scheduling in an outpatient clinic setting
Experience with hospital operations and/or ambulatory clinic operations
Knowledge of University of Iowa policies, procedures and regulations

Responsibilities

Answer incoming calls
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 and provider to coordinate same day urgent/emergent appts
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.
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 physician availability and schedule.
Coordinate appointments and set up referrals/consults to 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 and recalls
Coordinate provider schedules (Master schedules, daily templates and clinic closures) for clinics as assigned
May perform other duties as assigned