Patient Services Coordinator II

University of Colorado Anschutz

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

Job Title: Patient Services Representative II, Denver

Working Title: Patient Services Coordinator II

Position #:00850626 – Requisition #: 40700

Job Summary:

The Patient Services Coordinator 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 a broad spectrum of duties 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, and managing insurance verifications and/or pre-authorizations as necessary. The Patient Services Coordinator will NOT disseminate any clinical information such as diagnosis, test results, or post-care instructions.

While core functions align with established scheduling, referral, and insurance verification systems, this position requires the exercise of independent judgment and practical problem-solving when standard procedures do not fully address the situation at hand. This includes adjusting scheduling approaches in response to fluctuating clinic volume, provider schedule changes, or urgent add-on requests; troubleshooting non-standard insurance or referral complications such as lapsed authorizations or conflicting payer requirements and determining the appropriate next step when the standard workflow does not resolve the issue; adapting patient communication methods based on individual circumstances such as language barriers, health literacy, or repeat cancellations; coordinating with clinical staff and referring provider offices to adjust patient flow during unexpected disruptions; determining whether scheduling, referral, or intake exceptions fall within established guidelines or require escalation; using multiple software systems and platforms to reconcile discrepancies in patient records, appointment data, or authorization status; and identifying recurring gaps in existing workflows and proposing process improvements to team leadership.

Key Responsibilities:

• Schedule new patient outpatient 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, input, and assess referrals as necessary for all clinic patient encounters, procedures and genetic testing as needed. 

• Assess availability and trends in template fill to identify highest need areas and prioritize patient scheduling based on