Administrative Assistant III or Complex Specialty Scheduler

University of Colorado Anschutz Medical Campus 

Department: Department of Obstetrics and Gynecology, Division of Maternal Fetal Medicine

Job Title: Administrative Assistant III or Complex Specialty Scheduler

Position 00837467: – Requisition #:37347

Job Summary:

The Complex Specialty Scheduler is responsible for providing outstanding customer service to the assigned physicians, referring providers and patients within the Division of Maternal Fetal Medicine. The individual in this position will perform specialized complex scheduling related to the effective and efficient scheduling of patients for outpatient visits and procedures in the Maternal Fetal Medicine offices. This includes maintaining precise interactions with nurses, physicians, and any other departments or functions involved in the delivery of patient care services.

The individual in this position will function as the liaison between the patient and the providers for all non-clinical issues including scheduling office visits and procedures within the clinics, communicating pre-appointment instructions and appointment confirmations, performing insurance verifications and/or obtaining pre-authorizations. Complex Specialty Scheduler will NOT disseminate any clinical information such as diagnosis, test results or post care instructions

Key Responsibilities:

• Schedule complex outpatient and procedure visits, including completing data entry in Epic and preparing all necessary documentation within medical records for the physician(s) to review.
• Must understand the relative timeline of patient visits and procedures and schedule accordingly.  This will frequently require working with multiple room schedules and adjusting based on each patient’s needs.
• Obtain referrals and pre-authorizations as necessary for all clinic patient encounters, procedures and genetic testing as needed. This will require interactions with insurance companies.
• Request Interpreter Services if necessary.
• Serve as a liaison for the patients in relation to all non-clinical issues; resolve issues based on independent judgement.
• Collect appointment fees as necessary.
• Process requests for medical records.
• Triage new patient referrals (fax and phone) with direction from the clinical team; email out new patient information.
• Answer incoming patient phone calls.
• Demonstrates responsibility and accountability for all reception, registration and front-end practices.
• Demonstrates excellence in customer service and satisfaction levels for internal and external customers.
• Establishes and maintains effective working relationships with leadership, physicians, colleagues and patients, addresses concerns in a forthright manner.
• Performs core responsibilities of position efficiently and effectively within parameters of organization policies, procedures, and external governmental agencies.

Work Location:

Onsite – this role is expected to work onsite and is located in Denver, CO.

Why Join Us:

CU MFM values a work culture in which all staff and faculty are well respected.  The MFM division is comprised of a dynamic team, which includes 3 dedicated Fetal Surgeons, 26 MFM physicians, 2 Physician Assistants, 1 Nurse Practitione