Clinical Services Specialist, Liver Transplant, Full Time, First Shift

UC Health•Cincinnati, OH

9d•Onsite

About The Position

The Clinical Services Specialist (CSS) will coordinate and track all administrative and logistical components of transplant patient workflows across pre- and post-transplant phases. This role involves preparing and maintaining patient charts, referral packets, and required documentation for clinical review and committee processes. The CSS will manage the scheduling and coordination of testing, specialty consults, and follow-up appointments in collaboration with RNs and providers. They will serve as a primary communication hub for patients, referring providers, outside facilities, and internal transplant teams, ensuring accuracy, completeness, and timely data entry in the EMR, transplant databases, and regulatory tracking systems. The position also facilitates the receipt and routing of records, imaging, labs, and outside documentation needed for transplant decision-making and supports compliance with UNOS, CMS, and institutional requirements through documentation management and audit readiness. Additionally, the CSS will identify workflow gaps and assist with process improvement initiatives to enhance efficiency, patient experience, and team productivity. UC Health is committed to providing an inclusive, equitable, and diverse place of employment. This position will serve as an ambassador of care for patients both before and after a patient visit, acting as a resource to support clinics and providers, and assisting in departmental workflows, processes, and procedures to maintain departmental consistency and ensure patient satisfaction.

Requirements

High School Diploma or GED
2 Years equivalent experience
Excellent customer service skills.
Ability to multitask and work independently.
Excellent interpersonal skills.
Ability to train others as needed.

Nice To Haves

Associates Degree
3 - 5 Years equivalent experience

Responsibilities

Coordinate and track all administrative and logistical components of transplant patient workflows across pre- and post-transplant phases.
Prepare and maintain patient charts, referral packets, and required documentation for clinical review and committee processes.
Manage scheduling and coordination of testing, specialty consults, and follow-up appointments in collaboration with RNs and providers.
Serve as a primary communication hub for patients, referring providers, outside facilities, and internal transplant teams.
Ensure accuracy, completeness, and timely entry of data in the EMR, transplant databases, and regulatory tracking systems.
Facilitate receipt and routing of records, imaging, labs, and outside documentation needed for transplant decision-making.
Support compliance with UNOS, CMS, and institutional requirements through documentation management and audit readiness.
Identify workflow gaps and assist with process improvement initiatives to enhance efficiency, patient experience, and team productivity.
Engages in population appropriate communication.
Has knowledge of growth and development milestones and tasks.
Gives clear instructions to patients/family regarding treatment.
Involves family/guardian in the assessment, initial treatment and continuing care of the patient.
Identifies any physical limitations of the patient and deploys intervention when necessary.
Recognizes and responds appropriately to patients/families with behavioral health problems.
Interprets population related data and plans care appropriately.
Identifies and responds appropriately to different needs resulting from, unique psychological needs or those associated with religious / cultural norms.
Performs treatments, administers medication or operates equipment safely.
Recognizes and responds to signs/symptoms of abuse or neglect.
Answer telephone and direct to correct person if needed.
Manage Outlook Calendar for providers within the clinic.
Communicate with patients via phone and in person regarding scheduling related matters.
Manage office incoming mail.
Prepare charts/Obtain records for upcoming clinic.
Prepare FMLA/Disability paperwork per provider direction.
Point of contact for ordering supplies and inventory control within the clinic.
Training of new employees/internal transfers when needed.
Schedule and coordinate patient services; this includes appointments, surgeries, tests, and other procedures as needed.
Manage O.R. block time with providers Outlook calendar if applicable based on department guidelines.
Conduct pre-visit screenings.
Document and communicate cancellations and time changes.
Help review daily schedules as needed and make leadership aware if changes are needed or discrepancies are identified.
Liaison between staff and procedural areas for scheduling needs.
Assist providers in documenting notes, in doing orders, and prescriptions by setting up the provider in the Electronic Medical Record (EMR).
Maintain the system to track forms for patients, date the forms upon arrival, and pull forms as needed.
Track, obtain, and follow up on any documentation that is missing information or requires additional signatures.
Performs audits on patient records/registration for insurance billing and compliance.
Verify complete and accurate patient information during registration as well as collect co-pay.
Relay exam preparation instructions as needed.
Place reminder calls for already scheduled patients and note any cancellations to open up additional clinic spots for incoming requests.
Create EPIC accounts for patients.
Complete any required documentation.
Perform pre-authorizations and pre-certifications when needed.
Registration, pre-registration, greeting, and sign in of patients.
Other Duties as assigned