Clinic Services Specialist - Ophthalmology
The Clinic Services Specialist (CSS) – Ophthalmology provides comprehensive support for patient scheduling and front desk operations for the Department of Ophthalmology & Visual Sciences. This role manages appointment coordination, verification of patient demographics, and payment collection where appropriate. The position supports provider schedule maintenance, Epic work queues, insurance preauthorization, and financial counseling for self-pay patients. In addition to scheduling duties, the CSS performs in-person check-in and check-out functions, ensuring patients complete required forms, remit payments, and confirm all information accurately. Acting as a patient advocate, the Clinic Services Specialist delivers exceptional service while maintaining operational efficiency and compliance with departmental procedures.
Percent of Time: 100%
Location: UI Health Care, Iowa City
Pay Level: 3A - Professional and Scientific Pay Structures | University Human Resources - The University of Iowa
Position Responsibilities:
Perform in-person check-in and check-out, ensuring patients complete required forms, remit payments, and verify all information accurately.
Schedule, cancel, and reschedule patient appointments, negotiating times based on patient needs and provider availability.
Coordinate patient appointments across multiple ophthalmology clinics and UI Health Care departments.
Answer incoming calls for assigned clinics and route calls appropriately when outside the scope of scheduling.
Verify and update patient demographics, insurances, MSP, and caregiver information.
Support Clinic Services Specialist (CSS) Lead, Clinic Services Manager, and Clinic Services Coordinator with monitoring provider templates and schedule maintenance.
Provide accurate information regarding clinic procedures in accordance with departmental guidelines.
Manage EPIC work queues, in-baskets, and scheduling tasks, including staff messages, orders, patient reminders, CRMs, and advice requests.
Maintain and update reschedule lists, bump lists, recalls, and other scheduling workflows.
Make outbound calls and handle faxing/scanning as needed.
Serve as a patient advocate, ensuring a positive experience and timely access to care.
With direction and support from department leadership, coordinator provider schedules, including master schedules, daily templates, and clinic closures.
Provide scheduling coverage during staff absences and backup support for scheduling and front desk operations across the Department of Ophthalmology.
May collaborate with nursing and CSS - Triage staff to triage and coordinate same-day urgent or emergent appointments.
May assist insurance preauthorization personnel and partner with financial counseling to secure payment for self-pay patients prior to appointments.
Perform other duties as assigned.
Qualifications
- A bachelor's degree or an equivalent combination of education and experience.
- 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
- Three or more years of administrative support experience in a healthcare, collegiate, and/or ophthalmology setting
- Three or more years of support experience with multiple calendar and scheduling management.
- Job related experience with and/or commitment to customer service excellence.
- Experience with the EPIC system.
- Experience with hospital operations and/or ambulatory clinic operations.
- Knowledge of University of Iowa policies, procedures, and regulations.
Position and 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.
For additional questions, please contact Sam Noel, HR Associate, at samuel-noel@uiowa.edu
Equal opportunity employer
The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.
Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
