Vascular Surgery Clinic Services Specialist - UI Heart and Vascular Center

University of Iowa • Iowa City, IA

1d • Hybrid

About The Position

UI Heart and Vascular Center is seeking a 100% Clinic Services Specialist to provide efficient, effective and highly-collaborative clinical operational support through the delivery of health care services in the UI Heart and Vascular Center’s (HVC) main campus clinic and Iowa River Landing locations. UI Heart & Vascular Center is recognized by U.S. News & World Report as the best hospital in the state for cardiology and heart surgery patient care. The best hospitals nationally received this rating based on patient outcomes, number of high-risk patients seen, patient experience, advanced clinical technologies, and more. University of Iowa Health Care—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®

Requirements

• Bachelor's Degree in Business Administration or Business Management; or an equivalent combination of education and experience is required.
• 1 year experience performing complex patient scheduling across multiple departments or sub-specialties (hospital setting preferred).
• Effective and positive communication (verbal and written) and interpersonal skills.
• Demonstrated ability to work well within a multi-disciplinary team and collaborate effectively with internal and external customers as well as colleagues at all institutional levels.
• Must be proficient in computer spreadsheet and database applications.

Nice To Haves

• 3 years experience performing complex patient scheduling across multiple departments or sub-specialties (hospital setting preferred).
• Prior experience processing prior authorizations.
• Experience utilizing Epic.

Responsibilities

• Schedule patient appointments and visits within the Heart & Vascular Center (HVC), including but not limited to Main Campus Outpatient, Iowa River Landing clinics, Medical Center Downtown and Medical Center North Liberty using the electronic medical record (EPIC).
• Coordinate and facilitate patient appointments across vascular services, ensuring timely and appropriate access to care.
• Manage EPIC In Basket messages related to scheduling, patient inquiries, and care coordination.
• Collaborate effectively with a multidisciplinary team, including providers, nursing staff, and ancillary departments, to support patient care needs.
• Troubleshoot and resolve scheduling conflicts or barriers to care in a timely and patient-centered manner.
• Adhere to established scheduling policies and protocols to ensure accuracy, consistency, and compliance.
• Participate in routine scheduling team meetings and contribute to process improvement discussions.
• Provide cross-coverage for patient check-in and check-out functions at Main Campus Outpatient clinics, as needed.
• Coordinate provider schedules, including maintenance of clinic templates, adjustments, and clinic closures.
• Communicate scheduling concerns promptly to the UI Patient Appointment Center (PAC) and HVC frontline leadership.
• Serve as a liaison between patients and clinical staff to address scheduling concerns and facilitate coordination of medical needs.
• Coordinate appointments across departments and with external facilities to ensure continuity of vascular care.
• Negotiate scheduling needs with patients, providers, and departments to optimize clinic efficiency and patient satisfaction.
• Communicate provider schedule changes effectively to staff and leadership.
• Promote a collaborative team environment and contribute to high-quality patient care delivery.
• Provide feedback to leadership to improve workflows, enhance patient experience, and achieve operational goals.
• Identify opportunities for process improvement and implement solutions when appropriate.
• Participate in daily phone coverage, maintaining Ambulatory Care Services Standards of Excellence and upholding HVC and UIPAC best practices.
• Meet or exceed established performance metrics and productivity targets.
• Serve as a mentor, role model, and ambassador of service excellence for staff, patients, and visitors.
• Coordinate external testing (e.g., imaging, vascular studies), track completion, and obtain necessary records and images for continuity of care.
• Coordinate incoming vascular referrals by reviewing referral information for completeness and urgency.
• Initiate timely retrieval of outside medical records, diagnostic reports, and imaging studies required for provider triage.
• Ensure all necessary documentation and imaging are received, uploaded, and available in EPIC for clinical review.
• Collaborate with referring providers, external facilities, and internal departments to obtain missing or incomplete referral information.
• Prioritize referrals based on clinical urgency and established vascular protocols to support timely patient access.
• Facilitate efficient handoff of complete referral information to providers for triage and scheduling direction.
• May perform other duties as assigned.

Benefits

• No Nights, Weekends, or Holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level