Clinic Services Specialist-Pediatric Specialty Clinic

The University of Iowa Stead Family Children’s Hospital, Pediatric Specialty Clinic is seeking a Lead Clinic Services Specialist to join our team. This person, along with the Clinic Services Manager is responsible for overseeing the front-line team(s) across four distinct clinics. In conjunction with the clinic services manager, the Lead Clinic Services Specialist will provide Front-Line leadership by determining staffing assignments based on the clinic needs in four separate areas, they will participate in interviews and the onboarding process for new hires. They’ll serve as backup to the clinic services manager for timecard approvals and template maintenance. This person will perform backup coverage as needed across the four separate clinics they’ll support. This position will also work closely with patients and families scheduling follow up appointments after their visit in the clinic following the guidelines set forth by the department providers and the scheduling protocols provided by the department manager. They’re also responsible for upholding the department’s best practices and are accountable for performing these tasks. At times this role could require a high level of flexibility depending on vacations, sign offs, and clinic needs. They’ll serves as mentor, role model, and service excellence ambassador for staff, co-workers, patients and visitors. May perform other duties as assigned.

Primary duties and responsibilities include:

Provide Patient Access Services to Clinical and Non-Clinical Departments:

-        Become a subject matter expert in the specialties housed in four separate clinics.

-        Perform Check in/Check out duties and provide coverage in other scheduling areas as needed.

-        Provide frontline clinic operational support, such as the coordination of patient appointment scheduling, the preparation of pre-registration paperwork for patient visits, obtaining and verifying pre-authorizations.

-        Maintain provider templates; including but not limited to, closures, add-ons, adjustments, overbooks, and reschedules etc. and report discrepancies to the clinic services manager.

-        Along with the clinic services manager, determine staffing assignments based on the clinic needs in four separate areas.

-        Work both independently and with peers to complete scheduling and reschedule lists as assigned.

-        Serve as backup for daily room management changes in AMION.

-        Oversee work queues and EPIC in-basket messages.

-        Assists with problem solving of scheduling issues.

-        Follows scheduling policies and clinic guidelines to facilitate patient appointments.

-        Maintain ongoing communication with health care team within divisions.

-        Serve as intermediary between patients and healthcare team concerning scheduling concerns and medical needs.

-        Provide feedback to management on means to achieve goals and resolve service issues.

-        Obtain patient medical records and confirm upcoming patient appointments. Ensure full utilization of provider clinic availability, maintaining clinic capacity.

-        Review patient charges to ensure accuracy and answer questions concerning billing procedures, charges and additional financial responsibilities. 

-        Attends scheduling staff meetings.

-        Flexibility to cover vacation and absences