Clerk III - UI Health Care Specialty Clinic and Family Medicine Clinics 50%25 (with benefits)

📍 Job Overview

Job Title: Clerk III - UI Health Care Specialty Clinic and Family Medicine Clinics

Company: University of Iowa

Location: Iowa City, Iowa

Job Type: Part-time, Regular

Category: Administrative / Operations Support

Date Posted: 2025-12-22

Experience Level: 0-2 Years

Remote Status: On-site

🚀 Role Summary

• This role is crucial for patient intake and scheduling operations within the UI Health Care Specialty Clinic and Family Medicine Clinics.

• Responsibilities include accurate data entry into the EPIC system, managing patient demographics, and coordinating provider information.

• The position involves direct patient and provider interaction, acting as a primary point of contact for scheduling and inquiries.

• This is a part-time, 50% FTE (20 hours per week) position, offering a benefits-eligible opportunity within a large academic medical center.

📝 Enhancement Note: While the title "Clerk III" and the description focus on administrative tasks, in a healthcare operations context, this role is foundational for patient flow, data integrity, and the initial patient experience. Success here directly impacts downstream operational efficiency and patient satisfaction. The "with benefits" indicates a structured employment offering, even at part-time.

📈 Primary Responsibilities

• Accurately gather and input demographic information into the hospital's EPIC electronic health record (EHR) system.

• Collect and meticulously record referring entity, primary care provider, and other healthcare provider details within EPIC.

• Execute proper name search procedures as per established policy and procedures to ensure patient data accuracy and prevent duplicates.

• Respond to telephone calls and assist patients, physicians, specialty nurses, and other healthcare providers at the scheduling desk, alternating duties with other scheduling clerks.

• Assume responsibilities of absent schedulers and/or receptionists to ensure continuous clinic operations.

• Maintain effective and clear communication channels with relevant internal divisions and external healthcare entities.

• Perform a variety of miscellaneous clerical duties to support clinic administrative functions and operational efficiency.

• Float to other clinic locations (e.g., Northgate Urology Clinic, Oakdale Family Medicine Clinic) as needed to meet clinical demands and ensure adequate staffing.

📝 Enhancement Note: The responsibilities highlight a strong emphasis on data integrity (demographics, provider info), adherence to protocols (name search), and crucial front-line communication and support. The floating requirement indicates a need for adaptability and broad understanding of clinic operations across different specialties.

🎓 Skills & Qualifications

Education:

Experience:

• A minimum of two years of full-time equivalent experience is required. This can be a combination of:
  • Related clerical office experience.
  • Related undergraduate education.

Required Skills:

• Data Entry Proficiency: Demonstrated ability to accurately and efficiently enter information into an EHR system (specifically EPIC).

• Customer Service Excellence: Proven experience in public contact and customer service, particularly within a healthcare setting, to handle patient inquiries and interactions professionally.

• Communication Skills: Strong written and verbal communication abilities for interacting with patients, providers, and internal staff.

• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain organized records.

• Adaptability & Flexibility: Willingness and ability to float to different clinic locations and adapt to varying clinical needs.

• Attention to Detail: Meticulousness in data collection, entry, and adherence to procedural guidelines.

Preferred Skills:

• Medical Terminology: Familiarity with medical terms to understand patient conditions and provider roles.

• EPIC EHR System Experience: Direct experience utilizing the EPIC electronic health record system for scheduling and patient data management.

• Healthcare Customer Service: Specific experience in a hospital or clinic setting interacting with patients and medical professionals.

• Valid Driver's License: Required for potential travel between clinic locations and to meet UI Fleet Safety Standards.

📝 Enhancement Note: The minimum eligibility requirements are broad, allowing for diverse backgrounds. However, the "Desired Requirements" clearly signal that candidates with direct healthcare administrative experience, especially with EPIC and medical terminology, will be more competitive. The driver's license is a practical requirement for the floating aspect.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• As this is an entry-level administrative role, a formal "portfolio" in the traditional sense (e.g., project case studies) is unlikely to be required. However, candidates should be prepared to discuss their experience with relevant processes and systems.

• Data Accuracy & Integrity: Be ready to describe how you ensure accuracy in data entry and patient information management.

• Workflow Adherence: Discuss your experience following established procedures (like name search protocols) for operational consistency.

• System Navigation: Be prepared to explain your experience with EHR systems (EPIC preferred) and other office software.

• Customer Interaction Protocols: Describe how you handle patient inquiries, scheduling requests, and communication with healthcare professionals.

Process Documentation:

• While the candidate is not expected to create process documentation, they should demonstrate an understanding of how processes are documented and followed within a healthcare setting, such as:

  • Following established workflows for patient registration and scheduling.

  • Adhering to data entry standards and policies.

  • Understanding the importance of clear communication protocols between departments.

📝 Enhancement Note: For this role, the "portfolio" is more about showcasing relevant experience and understanding of processes through discussion and resume content rather than a curated set of documents. Emphasize concrete examples of accuracy, efficiency, and patient interaction from previous roles.

💵 Compensation & Benefits

Salary Range:

• Estimated Range: $15.00 - $19.00 per hour.

• Explanation: This estimate is based on the "Pay Grade: 08" for the University of Iowa and typical entry-level administrative/clerical roles in Iowa City, Iowa, considering the 0-2 years of experience level. The University of Iowa often uses a standardized pay plan, and Grade 08 for a Clerk III position with these responsibilities typically falls within this range. The actual rate will depend on the candidate's qualifications and internal university pay scales.

Benefits:

• Comprehensive Health Coverage: Includes health, dental, and life insurance options.

• Disability Insurance: Protection against income loss due to disability.

• Retirement Savings: Generous employer contributions into retirement plans.

• Paid Time Off: Includes paid vacation and sick leave, accrued based on hours worked.

• Other Perks: Access to university resources and a supportive work environment.

Working Hours:

• Part-Time: 50% FTE (20 hours per week).

• Schedule: Monday to Friday, with variable hours between 7:00 AM and 5:30 PM.

• No Weekends, Holidays, or On-Call: Offers predictable work hours and work-life balance.

📝 Enhancement Note: The benefits package for a part-time, regular position at a large university like the University of Iowa is typically robust and a significant draw. The hourly pay estimate considers the cost of living in Iowa City and the specific pay grade mentioned.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare (Academic Medical Center)

Company Size: The University of Iowa is a very large institution, employing over 12,000 people. UI Health Care is a significant component of this, indicating a large and complex operational structure.

Founded: The University of Iowa was founded in 1847, with its Health Care system developing over time to become a leading academic medical center.

Team Structure:

• Clinic-Based Operations: This role operates within specific clinic settings (Specialty Clinic, Family Medicine, Northgate Urology).

• Reporting: Likely reports to a Clinic Manager, Operations Supervisor, or Lead Scheduler, within a broader administrative or patient services department.

• Cross-Functional Collaboration: Frequent interaction with physicians, nurses, specialty nurses, other administrative staff, and potentially other departments within UI Health Care.

Methodology:

• Patient-Centered Care: The company emphasizes personalized, compassionate care and building relationships with patients.

• Data-Driven Operations: Use of EPIC EHR for managing patient data, scheduling, and communication underscores a reliance on integrated systems for operational efficiency.

• Process Standardization: Mention of "Policy and Procedures Manual" indicates a commitment to standardized workflows for consistency and quality.

Company Website: https://www.uihealthcare.org/

📝 Enhancement Note: Working for a large university healthcare system means exposure to structured processes, advanced systems (like EPIC), and a diverse patient population. The culture emphasizes both patient care and operational excellence, driven by data and established protocols.

📈 Career & Growth Analysis

Operations Career Level: This is an entry-level to junior administrative support role (Clerk III). It provides foundational experience in healthcare administration, patient scheduling, and EHR systems.

Reporting Structure: The Clerk III will report to a direct supervisor within the clinic's administrative or patient services team. This provides opportunities for direct mentorship and guidance.

Operations Impact: While not directly managing revenue or sales, this role is critical for the operational efficiency of the clinics. Accurate scheduling and data entry ensure smooth patient flow, proper billing information capture, and effective communication, all of which indirectly support revenue generation and patient retention.

Growth Opportunities:

• Skill Development: Opportunity to become highly proficient in EPIC, medical terminology, and healthcare administrative processes.

• Internal Advancement: Potential to move into higher-level clerical roles, lead scheduler positions, or administrative assistant roles within UI Health Care.

• Specialization: With experience, may have opportunities to specialize in specific clinic areas or administrative functions.

• Further Education Support: As part of a university, there may be tuition assistance or educational resources available for employees looking to advance their formal education.

📝 Enhancement Note: This role is a strong starting point for a career in healthcare administration. The growth potential is tied to acquiring specific healthcare system knowledge and demonstrating reliability and efficiency.

🌐 Work Environment

Office Type: On-site within a university healthcare clinic setting. This will involve working in a busy, professional medical clinic environment.

Office Location(s): Primarily at the Specialty Clinic and Coralville Oakdale Family Medicine Clinic, with potential to float to other locations like Northgate Urology Clinic in the Iowa City/Coralville area.

Workspace Context:

• Collaborative Environment: Will work closely with physicians, nurses, and other administrative staff.

• Technology Access: Will utilize clinic computers, the EPIC EHR system, phones, and standard office equipment.

• Patient Interaction: Significant direct interaction with patients, requiring a professional and empathetic demeanor.

• Dynamic Setting: Clinics can be fast-paced, requiring the ability to manage multiple demands simultaneously.

Work Schedule:

• Part-time (20 hours/week): Predictable schedule, Monday-Friday, between 7:00 AM and 5:30 PM. No weekends, holidays, or on-call duties provide excellent work-life balance.

📝 Enhancement Note: The on-site nature, coupled with predictable hours and no weekends/holidays, makes this an attractive option for individuals seeking stable, part-time work within a respected healthcare institution. The floating aspect necessitates comfort in adapting to different clinic paces and colleagues.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: Likely an HR screening based on resume and application, followed by a phone or video interview.

• In-Person/Video Interview: Expect an interview with the hiring manager (Jiberle-Mustefa) and potentially another team member.

• Focus Areas:

  • Experience: Discuss your relevant clerical and customer service experience.
  • EPIC Knowledge: Be prepared to talk about your familiarity with EHR systems, specifically EPIC if you have it.
  • Situational Questions: Questions about handling difficult patients, managing multiple tasks, and problem-solving in a fast-paced environment.
  • Company Culture Fit: Assess your alignment with the WE CARE values (Welcoming, Excellence, Collaboration, Accountability, Respect, Empowerment).

• Skills Assessment: May include a brief typing test or a demonstration of data entry skills.

Portfolio Review Tips:

• Resume as Portfolio: Your resume serves as your primary "portfolio" for this role. Ensure it clearly highlights:

  • Specific clerical tasks performed.
  • Customer service achievements.
  • Experience with scheduling and data entry.
  • Any EHR experience (especially EPIC).
  • Examples of accuracy and efficiency.

• Cover Letter: Use the cover letter to directly address how your skills and experience meet the "Minimum Eligibility Requirements" and "Special Qualifications."

Challenge Preparation:

• Scenario-Based Questions: Prepare for questions like: "How would you handle a patient who is upset about a long wait time?" or "What steps would you take if you found an error in patient demographic data?"

• Process Explanation: Be ready to explain your approach to ensuring accuracy in data entry and scheduling.

• Teamwork Examples: Provide examples of how you've collaborated effectively with colleagues in previous roles.

📝 Enhancement Note: For an administrative role like this, the "interview process" is more about assessing foundational skills, reliability, and cultural fit. The emphasis should be on clearly articulating relevant experience from your resume and demonstrating a professional, customer-service-oriented attitude.

🛠 Tools & Technology Stack

Primary Tools:

• EPIC EHR System: This is the core system for patient data management, scheduling, and clinical workflows. Proficiency or familiarity is highly desired.

• Microsoft Office Suite: Standard office software (Word, Excel, Outlook) for general clerical tasks, communication, and basic data management.

• Telephone Systems: For managing inbound and outbound calls.

• Standard Office Equipment: Printers, scanners, copiers.

Analytics & Reporting:

CRM & Automation:

• EPIC EHR: Serves as the primary system for patient relationship management and workflow automation related to scheduling and registration.

📝 Enhancement Note: The most critical technical skill is proficiency with the EPIC EHR system. Candidates should emphasize any prior experience with EHRs or similar complex database systems.

👥 Team Culture & Values

Operations Values:

• Welcoming: Contributing to an environment where patients and colleagues feel heard and respected.

• Excellence: Striving for accuracy and efficiency in all tasks, from data entry to patient interaction.

• Collaboration: Working effectively with physicians, nurses, and administrative colleagues to ensure smooth clinic operations.

• Accountability: Taking ownership of responsibilities, ensuring data accuracy, and adhering to procedures.

• Respect: Treating all patients and colleagues with dignity and professionalism.

• Empowerment: Being a reliable point of contact for patients and contributing to their positive healthcare experience.

Collaboration Style:

• Team-Oriented: Working closely with a team of administrative and clinical staff to manage patient flow.

• Communication-Focused: Emphasizing clear, consistent communication with colleagues and supervisors.

• Supportive: Assisting team members during busy periods or absences to ensure seamless operations.

📝 Enhancement Note: The "WE CARE" values are central to the University of Iowa Health Care culture. Candidates should reflect on how their work style and past experiences align with these principles, particularly in customer service and teamwork.

⚡ Challenges & Growth Opportunities

Challenges:

• High Volume and Pace: Managing a high volume of calls and patient interactions in a busy clinic setting can be demanding.

• Data Accuracy Under Pressure: Ensuring accuracy in data entry while working quickly requires focus and attention to detail.

• Floating Between Clinics: Adapting to different clinic environments, workflows, and team dynamics when floating.

• Navigating Complex Systems: Becoming proficient with EPIC and other healthcare administrative systems.

Learning & Development Opportunities:

• EPIC Certification/Training: Potential for formal training or deeper understanding of EPIC functionalities.

• Medical Terminology Mastery: Developing a strong command of medical terms through daily exposure.

• Healthcare Administration Best Practices: Gaining insights into efficient clinic operations and patient management.

• Customer Service Refinement: Enhancing skills in handling diverse patient needs and situations.

📝 Enhancement Note: This role offers a solid foundation for a career in healthcare operations by exposing candidates to common challenges and providing structured learning opportunities to overcome them.

💡 Interview Preparation

Strategy Questions:

• "Tell me about your experience with data entry and ensuring accuracy."

  • Preparation: Have specific examples of systems you've used and methods you employ to guarantee accuracy (e.g., double-checking, using checklists).

• "Describe a time you had to handle a difficult customer or patient."

  • Preparation: Use the STAR method (Situation, Task, Action, Result) to detail a situation where you used strong customer service skills to de-escalate or resolve an issue.

• "How do you prioritize tasks when you have multiple demands?"

  • Preparation: Discuss your organizational strategies, ability to assess urgency, and how you communicate potential delays.

• "What do you know about the University of Iowa Health Care and our WE CARE values?"

  • Preparation: Research the company website, familiarize yourself with the WE CARE acronym, and think about how your own values align.

• "Have you ever worked with an Electronic Health Record (EHR) system, like EPIC?"

Company & Culture Questions:

• Be prepared to discuss your understanding of patient-centered care and how you contribute to a positive patient experience.

Portfolio Presentation Strategy:

• Resume Walkthrough: Be ready to walk through your resume, elaborating on key responsibilities and achievements, particularly those relevant to clerical work, customer service, and data management.

• Highlighting Relevant Experience: Emphasize any experience that demonstrates attention to detail, efficiency, and professional communication.

📝 Enhancement Note: Tailor your answers to the healthcare context. Whenever possible, use examples that demonstrate your understanding of patient needs and the importance of accuracy in a medical setting.

📌 Application Steps

To apply for this operations support position:

• Submit your application through the University of Iowa's Taleo portal using the provided URL.

• Resume Optimization: Ensure your resume clearly highlights your clerical experience, customer service achievements, data entry skills, and any experience with scheduling or healthcare systems. Quantify achievements where possible.

• Cover Letter Crafting: Write a concise, plain-text cover letter that directly addresses how you meet the "Minimum Eligibility Requirements" and "Special Qualifications." Reference the WE CARE values and demonstrate your understanding of the role's importance in patient care.

• EPIC/EHR Emphasis: If you have EPIC experience, make it prominent. If not, highlight your ability to learn new software quickly and any experience with complex databases or administrative systems.

• Prepare for Interview: Review common interview questions for administrative and healthcare roles, focusing on customer service, accuracy, and teamwork. Be ready to discuss your understanding of the University of Iowa Health Care and its mission.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.