Clinic Services Specialist - Psychiatry

Healthcare Administrative

The Department of Psychiatry is seeking a full-time Clinic Services Specialist to provide daily scheduling support to all psychiatry outpatient clinics. Responsibilities include coordination of clinical visits / schedules, managing incoming referrals, acting as access navigator, communicating with patients and families, and collaborating with nursing, medical staff, and clinicians. The Clinic Services Specialist will identify and correct scheduling errors, utilize service recovery resources, serve as a lead scheduler to ensure all scheduling guidelines are followed by coaching and communicating information to other scheduling team members, will receive and document all incoming records for new patients, and handle all urgent cases within 24 hours.

Characteristic Duties and Responsibilities

Receives and coordinates all referrals to include notification of insurance providers for prior authorization and services covered. Responsible for the review of daily logs and notes from clinical staff to assure continuity of care, documentation of nursing process, appropriateness of intervention / action and timeliness of documentation. Uses discretion and independent judgment in handling patient or physician complaints by documenting and forwarding to appropriate administrative staff. Collaborates with nursing triage to coordinate complex patient referrals for appropriateness to be seen in Psychiatry. Assists with resolving immediate and future scheduling issues by working directly with clinical supervisor and clinic medical directors. Manages a backlog of patients needing to be scheduled. Attends staff meetings. Manages work-drivers in Epic. Works with clinical medical directors and providers to develop templates for clinic volume to assure level loading of clinics and maximum efficiency and optimal utilization of providers. Provides back up coverage for patient registration, check in / check out, and follow up appointment scheduling as necessary. Notifies supervisor of unresolved scheduling issues. Serves as an intermediary between patients and nursing personnel regarding scheduling concerns and medical needs. Coordinates appointments for Psychiatry / Psychology patients and other UI Healthcare departments when needed. Communicates information regarding schedule changes to Psychiatry / Psychology providers, clinic medical directors and supervisor. Follows all scheduling policies and trains schedulers as needed through written and verbal communications. Provides feedback to management on means to achieve goals and resolve service issues. Prepares reports by managing and analyzing scheduling data regarding no shows, cancellations, etc. Contributes ideas and seeks opportunities to improve assigned processes. Provides training for new staff scheduling for Psychiatry / Psychology. Performs other duties as assigned.

Supervision Received : This position reports to the Clinic Services Coordinator in the Department of Psychiatry.

Percent of Time : 100%, full time Appointment Type : Professional and Scientific

Required Qualifications

A Bachelor's degree or an equivalent combination of education and experience. Minimum of 6 months - 1 year of administrative experience is required. Excellent written and verbal communication skills. Proficiency in computer spreadsheet and database applications.

Desirable Qualifications

Experience with hospital operations and / or Ambulatory Clinic operations. Experience with Epic system. Experience scheduling in an outpatient clinic setting. Knowledge of University of Iowa Health Care policies, procedures, and regulations.

Application Process

To be considered, applicants must upload a Cover Letter and Resume (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of 7 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential / education verification. Professional references will be required later in the recruitment process. For further information contact lori-posey@uiowa.edu

Classification Title : Clinic Services Specialist

Appointment Type : Professional and Scientific

Schedule : Full-time

Pay Level : 3A

Organization : Healthcare

Contact Name : Lori Posey

Contact Email : lori-posey@uiowa.edu