Part Time Desk Operations Specialist - Cardiovascular Surgery

Mayo Clinic • Rochester, MN

5d • $22 - $30

About The Position

The Desk Operations Specialist (DOS) facilitates patient visits and supports health care providers by anticipating and responding to patient needs and requests from the health care team. The role helps providers focus on patient care by coordinating visit details, including complex appointment schedules and daily activities in a multispecialty medical practice, preparing patients, completing pre-examination record information, and managing patient materials. The DOS obtains or verifies patient demographics and insurance information, advises patients of scheduling delays or changes, and serves as a direct patient contact and resource.

The DOS prepares orders and schedules screening tests according to practice guidelines, measures and documents patient vitals, schedules and reschedules tests and consult requests, and performs administrative duties such as processing ABN forms, verifying insurance, and handling appointment communications. Patient-visit support may include restroom or clothing-change assistance, placing apparatus on patients before exams, removing IVs, and assisting proceduralists during procedures. The role also involves navigating electronic applications and devices, medical equipment, tablets, text reminder notifications, and patient kiosks.

The role may support access and navigation by greeting patients and visitors, assisting with navigation, verifying appointments or visitor status in the EHR, and following screening scripts and workflows. DOS staff in these duties understand and enforce entrance-use and related policies, such as masking and badging, engage security and multidisciplinary team members as needed, and may monitor patient and visitor flow. The position requires effective communication, customer service, and conflict de-escalation skills. It may require cross-coverage and travel depending on location, and schedule adjustments in response to department or clinical needs. The role may require pushing or pulling up to 75 pounds on occasion.

Mayo Clinic states that it does not sponsor or transfer visas for this position, including F1 OPT STEM.

Requirements

• High school diploma or GED and at least two years of customer service experience in an environment requiring multitasking, such as a call center, administrative or physician's office, appointment scheduling, or retail/service industry; alternatively, an associate degree.
• Individuals without relevant medical education or medical experience must successfully complete a Medical Terminology course within six months of employment.
• Ability to work independently, be goal-directed, and demonstrate strong organizational skills.
• Ability to multitask effectively without compromising quality.
• Strong verbal and written communication skills, including telephone etiquette, face-to-face communication, and electronic communication.
• Ability to communicate credibly and confidently with individuals and small groups.
• Ability to handle difficult situations, remain calm under stress, manage emotional situations, display empathy, and maintain positive communication in a rapidly changing environment.
• Ability to develop innovative and creative solutions to problems.
• Friendly, positive attitude, energy, and drive in daily responsibilities.
• Flexibility and ability to adapt to a changing work environment and maintain job-related skills and activities.
• Willingness to adjust work schedules in response to department or clinical needs.
• Ability to manage and prioritize simultaneous tasks while working directly with patients with diverse needs.
• Ability to push or pull up to 75 pounds on occasion.
• Basic Life Support (BLS) may be required in some areas.
• Additional coursework may be required upon hire.
• Must be able to meet the stated work authorization requirements; Mayo Clinic will not sponsor or transfer visas for this position, including F1 OPT STEM.

Nice To Haves

• Associate degree and coursework in a healthcare-related field, such as Administrative Clinic Assistant, Medical Office, Medical Assistant, Health Care/Medical Receptionist, or comparable.
• Exposure to an electronic health record.

Responsibilities

• Coordinate complex appointment schedules and care-provider daily activities.
• Prepare patients, complete pre-examination record information, and manage patient materials and visit flow.
• Obtain or verify patient demographic and medical insurance information and advise patients about scheduling delays or changes.
• Serve as a direct contact and resource for patients.
• Prepare orders and schedule screening tests according to practice guidelines.
• Measure and document patient vital signs according to practice guidelines.
• Schedule and reschedule tests and consultation requests received through various communication channels.
• Process ABN forms, verify insurance, and handle patient appointment communications and related materials.
• Assist with patient visits, including restroom or clothing-change assistance, placing apparatus before examinations, IV removal, and proceduralist assistance when needed.
• Navigate electronic applications, devices, medical equipment, tablets, text reminder notifications, and patient kiosks; assist patients with kiosk use.
• Greet patients and visitors, assist with navigation, verify appointments or visitor status in the EHR, and follow designated screening scripts and workflows when supporting access and navigation.
• Understand and enforce entrance-use and related policies, including masking and badging; engage security, nursing, and other multidisciplinary team members as needed.
• Monitor patient and visitor flow within the building when assigned.
• Provide effective communication and customer service, and use conflict-de-escalation skills.
• Provide cross-coverage and travel depending on location, and adjust work schedules in response to department or clinical needs.

Benefits

• Medical plan options.
• Dental coverage through Delta Dental or a reimbursement account for flexible coverage.
• Vision plan with a national network.
• Health Savings Account and Flexible Spending Account options for eligible expenses.
• Competitive retirement package.
• Competitive compensation.
• Comprehensive benefit plans.
• Continuing education and advancement opportunities.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree