Clinic Services Specialist - Ophthalmology Surgery Scheduling

Healthcare Administrative

The University of Iowa Health Care, Department of & Visual Sciences is seeking a 100% Clinic Services Specialist (CSS) – Ophthalmology Surgery Scheduling to schedule all surgeries and minor room procedures across multiple sub-specialties for staff physicians in the Department of Ophthalmology & Visual Sciences with the goal to ensure all patients are scheduled correctly. The CSS – Surgery Scheduling confirms the correct visit types, provider, date, length of surgical procedure, and time utilized, determines the appropriate schedule in the timeframe that is in line with what is requested for the plan of care, and certifies the appropriate appointment prerequisites are completed and obtained. This position coordinates all necessary preparatory tests and obtains records to maximize the efficiency of the visit, informs the patient of their visit specific preparatory instructions and ensures notification about their upcoming surgery. The CSS follows the appropriate workflows to confirm the patient is financially secured for their visit. This position is responsible for the reception and checking in of surgical patients, patients; patients arriving for photography testing, as well as Ocularist appointments. This includes processing initial paperwork and collaborating with nursing staff of patients' arrival. The CSS manages the complexity of the ophthalmology nurses station and delegates daily responsibilities to each of the nursing staff in order to appropriately utilize resources. The position provides information to patients, visitors, and staff based upon knowledge of policies and procedures in assigned and related work areas and anticipates the needs of the patient and serves as a patient advocate. The CSS works closely with the Iowa Lions Eye Bank for cornea tissues as it is needed for surgical procedures ensuring that we have the appropriate tissue on site for the procedure, and serves as the primary triage person for the nurses station while using critical and independent judgment in determining how to assist patients and when to reach out for additional assistance. The CSS upholds the department's best practices, quality, and professionalism standards and policies, and serves as a mentor, coach, role model, and service excellence ambassador for staff, co-workers, patients, and visitors. The CSS may complete special projects for the department, attend clinic or department meetings to serve as a scheduling content expert, and will perform other duties as assigned.

Position Responsibilities

• Receives/monitors patients, visitors, physicians, nursing staff, fellow employees and others at the nurses station.
• Confirms demographics, insurance, MSP, and caregiver information and makes changes as needed.
• Provides direction for patient flow as they arrive. Prioritizes patients based on need, staffing, and current activity.
• Remains engaged with patient satisfaction for wait times, prompt follow-up, communication, and close loop not only with patients, but with the health care team.
• Schedules and repositions surgeries for Ophthalmology. Collaborate with other surgeons when multi sub specialties are needed to perform complex procedures.
• Determines allocation of OR schedule between multiple locations to ensure maximum faculty efficiency.
• Participates in quality assurance measures related to adding CPT codes on surgical orders and/or work referral workques.
• Monitors/makes adjustments to Qgenda for physician absence in relation to looking surgical time.
• Utilizes critical thinking skills to determine urgency of patient phone calls.
• Answers questions about clinic surgical procedures according to department instructions.
• Coordinates EUA (exam under anesthesia) surgical procedures with MRI and our internal Echography team.
• Coordinates diagnostic services across hospital.
• Coordinates complex surgical scheduling across multi-specialty areas involving multiple areas to ensure that combined surgical cases are scheduled with correct physicians and resources.
• Coordinates with Iowa Lions Eye Bank to ensure eye tissue is here on the day of surgery for the provider.
• Triages and serves as the primary point of contact for Nurses station and is responsible for assigning work responsibilities for the nursing staff each day.
• Responsible for determining surgical room allocation every 4 weeks for room utilization.
• Coordinates surgeries and minor room procedures in four different locations and with multiple sub specialties across the institution.
• Partners with department administration in budget preparation regarding allocation of surgical revenue, projects, and determine capacity for future growth.
• Takes an active role in strategic planning in determining future faculty and nurse staffing.
• Modifies snap board scheduling process for the procedure suite.
• May perform other duties as assigned.

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.

Percent of Time: 100%

Schedule: Preferred schedule Monday - Friday, 8:00a-5:00p. Schedule may be modified to fit candidate and clinic needs.

Location: UIHC, Iowa City

On Campus: This position is performed fully on campus.

Pay Level: 3A

Required Qualifications:

• A Bachelor's degree or an equivalent combination of education and experience.

• 6 months – 1 year administrative experience.

• Job related experience with and/or commitment to customer service excellence.

• Patient centered focus and demonstrated ability to serve as a patient advocate

• Ability to anticipate needs, problems and potential issues and use judgment, foresight and problem-solving skills to troubleshoot, recommend and implement solutions.

• Careful attention to detail and accuracy, strong organizational skills, and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.

• Excellent written and verbal communication skills required including ability to compose communications and grammatically correct documents in a concise, logical and organized manner.

• Proficient in computer software applications (Microsoft Office Programs)

Desired Qualifications:

• Experience with the EPIC system
• 1-3 years experience in an ophthalmology clinic and/or outpatient setting
• Three (3) years + administrative support experience in a healthcare and/or collegiate setting
• Three (3) years + support experience with multiple calendar and scheduling management
• Experience with hospital operations and/or Ambulatory Clinic operations
• Knowledge of University of Iowa policies, procedures, and regulations

Position & Application Details:

In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:

• Resume
• Cover Letter

Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original 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. Up to 5 professional references will be requested at a later step in the recruitment process. This position is not eligible for University sponsorship for employment authorization.

For additional questions, please contact Melissa Monhollon, HR Manager, at melissa-monhollon@uiowa.edu or 319-356-4674.

Applicant Resource Center

Need help submitting an application or accepting an offer? Support is available!

Our Applicant Resource Center is now open in the Fountain Lobby at the Main Hospital.

Hours:

Monday 10:00 a.m. – 4:00 p.m.

Tuesday 10:00 a.m. – 4:00 p.m.

Wednesday 10:00 a.m. – 4:00 p.m.

Thursday 10:00 a.m. – 4:00 p.m.

Friday 10:00 a.m. – 4:00 p.m.

Or by appointment

Contact TAHealthCareSupport@healthcare.uiowa.edu to schedule an appointment or just stop by.