Patient Access Specialist-UI PAC

📍 Job Overview

Job Title: Patient Access Specialist-UI PAC Company: University of Iowa Location: Iowa City, Iowa, United States Job Type: Full-time, Regular Category: Healthcare Operations / Patient Access Coordination Date Posted: October 17, 2025 Experience Level: 0-2 Years (Entry to Junior Level) Remote Status: Hybrid

🚀 Role Summary

• Facilitate efficient patient scheduling and coordination for multiple outpatient clinics within the University of Iowa healthcare system.
• Serve as a primary point of contact for patients, acting as an advocate to navigate scheduling complexities and ensure a seamless experience.
• Manage appointment logistics, including selecting appropriate visit types, providers, dates, times, and ensuring all necessary prerequisites are met.
• Coordinate preparatory tests and gather essential patient records to optimize clinic visit efficiency and patient flow.
• Communicate vital visit-specific instructions and confirmation preferences to patients, enhancing patient engagement and reducing no-shows.

📝 Enhancement Note: While the title "Patient Access Specialist" is often associated with direct patient financial clearance, the detailed responsibilities clearly indicate a strong focus on the scheduling and logistical coordination aspect of patient access, with a secondary emphasis on patient advocacy and administrative support within outpatient clinics. This role is crucial for the initial engagement and operational efficiency of patient journeys.

📈 Primary Responsibilities

• Accurately schedule patient appointments across various outpatient clinics, ensuring correct assignment to departments, providers, visit types, and appropriate time slots based on the plan of care.
• Proactively identify and resolve scheduling issues, demonstrating strong problem-solving abilities to accommodate patient needs and clinic demands.
• Act as a patient advocate by independently addressing patient requests and navigating inquiries that may fall outside the immediate scope of scheduling.
• Ensure all necessary pre-appointment tests are scheduled and required patient records are obtained to maximize visit efficiency.
• Communicate clear, visit-specific preparatory instructions to patients and confirm their preferred communication methods for appointment notifications.
• Uphold departmental best practices, quality standards, and professionalism in all patient interactions and administrative tasks.
• Mentor, coach, and serve as a role model for service excellence, contributing to a positive and efficient patient access environment.
• Attend clinic or department meetings as a subject matter expert on scheduling processes and patient access workflows.
• Complete special projects for the department as assigned, contributing to continuous improvement initiatives.
• Confirm patient financial security for visits by following appropriate workflows and collaborating with relevant departments.

📝 Enhancement Note: The responsibilities highlight a blend of administrative execution and proactive patient engagement. The emphasis on "anticipating needs," "serving as a patient advocate," and "independent judgment" suggests a role that requires more than just transactional scheduling; it involves active problem-solving and relationship building within the healthcare access framework.

🎓 Skills & Qualifications

Education:

• A Bachelor’s degree is required.
• An equivalent combination of education and relevant administrative experience may be considered.

Experience:

• 6 months to 1 year of administrative experience is typically required, demonstrating foundational office and organizational skills.

Required Skills:

• Scheduling Proficiency: Demonstrated ability to manage complex appointment scheduling for multiple providers and clinics, ensuring accuracy in visit types, provider assignments, and time allocation.
• Patient Advocacy: Proven capacity to understand and champion patient needs, acting as a liaison to resolve issues and facilitate access to care.
• Communication Excellence: Exceptional written and verbal communication skills, essential for clear patient instruction, interdepartmental coordination, and professional correspondence.
• Problem-Solving Acumen: Strong ability to identify, analyze, and resolve scheduling conflicts and patient-related issues independently and effectively.
• Computer Proficiency: Demonstrated expertise in computer spreadsheet and database applications, crucial for managing patient information and scheduling systems.
• Workflow Management: Understanding and adherence to established workflows for patient scheduling, record acquisition, and financial security confirmation.
• Service Excellence: Commitment to delivering high-quality service and maintaining professionalism in all patient interactions.

Preferred Skills:

• Hospital/Ambulatory Operations Experience: Prior experience within a hospital or outpatient clinic setting, providing context for healthcare operational nuances.
• Epic System Proficiency: Hands-on experience with the Epic electronic health record (EHR) system, specifically its scheduling modules (e.g., Cadence).
• Outpatient Clinic Scheduling Experience: Direct experience scheduling appointments within an outpatient clinic environment.

📝 Enhancement Note: The requirement for a Bachelor's degree alongside only 6-12 months of administrative experience suggests the University of Iowa is looking for candidates with strong foundational education and potential for growth, rather than extensive direct experience. The emphasis on "patient advocacy" and "independent judgment" indicates a desire for proactive individuals who can contribute beyond basic task execution.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Scheduling Workflow Examples: Documented examples of complex scheduling scenarios managed, demonstrating accuracy in provider, visit type, and time slot selection.
• Patient Communication Protocols: Samples or descriptions of how patient preparatory instructions and notification preferences are managed and communicated.
• Problem Resolution Case Studies: Brief case studies illustrating how scheduling issues or patient access challenges were identified and successfully resolved.
• Data Management Practices: Evidence of proficiency in managing patient data within scheduling systems, ensuring accuracy and confidentiality.

Process Documentation:

• Appointment Scheduling Workflows: Ability to articulate or document standard operating procedures for patient appointment scheduling, including pre-requisite checks.
• Interdepartmental Coordination: Understanding of processes for coordinating with other departments for preparatory tests or record acquisition.
• Patient Notification Systems: Familiarity with or ability to document processes for patient reminders and communication preferences.

📝 Enhancement Note: While a formal portfolio isn't explicitly requested, candidates are strongly encouraged to prepare examples demonstrating their scheduling accuracy, patient advocacy, problem-solving skills, and proficiency with relevant systems like Epic. This is inferred from the "Application details" section requiring a resume and cover letter, where such evidence would be crucial.

💵 Compensation & Benefits

Salary Range:

• Based on industry benchmarks for Patient Access Specialists with 0-2 years of experience in Iowa City, Iowa, a salary range of $35,000 - $45,000 annually is estimated.
• This estimate considers the required Bachelor's degree and the specified administrative experience level, as well as the cost of living in Iowa City.

Benefits:

• Comprehensive Health Insurance: Medical, dental, and vision coverage for employees and eligible dependents.
• Retirement Savings Plan: Participation in the University of Iowa's retirement savings program, likely including employer contributions.
• Paid Time Off (PTO): Accrual of vacation, sick leave, and holidays.
• Tuition Assistance: Potential for educational benefits or tuition reimbursement for continuing education.
• Professional Development: Opportunities for training and career advancement within the University of Iowa.
• Hybrid Work Flexibility: Option to participate in a hybrid work arrangement, balancing remote and on-site duties.

Working Hours:

• This is a full-time position, typically requiring 40 hours per week.
• The hybrid work arrangement allows for flexibility, with specific on-site and remote days determined by a work arrangement form. All hybrid work must be performed within the state of Iowa.

📝 Enhancement Note: The University of Iowa, as a large educational and healthcare institution, typically offers a robust benefits package. The salary estimate is based on common ranges for similar roles in the Midwest region and the specified experience level. The hybrid work policy requires work to be performed within Iowa.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare / Higher Education Company Size: Large (University system with tens of thousands of employees) Founded: 1847 (University of Iowa)

Team Structure:

• Operations Focus: The role operates within the Patient Access Coordination (PAC) unit, likely part of a larger Patient Access Services department.
• Reporting: Specialists typically report to a Patient Access Supervisor or Manager.
• Collaboration: Close collaboration with clinic staff, physicians, nurses, financial counselors, and other patient access specialists is expected.
• Cross-Functional Interaction: Will interact with various outpatient clinic departments to ensure seamless patient flow and scheduling.

Methodology:

• Patient-Centered Approach: Emphasis on patient advocacy, service excellence, and ensuring a positive patient experience from scheduling to visit completion.
• Process Optimization: Focus on adhering to and improving scheduling workflows to enhance efficiency and patient satisfaction.
• Data-Driven Decisions: While not explicitly stated, data on scheduling accuracy, no-show rates, and patient feedback likely informs operational improvements.

Company Website: https://www.uiowa.edu/

📝 Enhancement Note: The University of Iowa is a major public research university and a leading healthcare provider. Its culture likely blends academic rigor with a strong commitment to public service and patient care. Operations roles within such an institution often involve navigating established processes while contributing to efficiency improvements in a complex environment.

📈 Career & Growth Analysis

Operations Career Level: Entry-Level to Junior Specialist

• This role is positioned as an entry point into healthcare operations and patient access coordination. It requires foundational administrative skills and offers exposure to critical healthcare workflows.

Reporting Structure:

• Reports to a Patient Access Supervisor or Manager, providing opportunities for direct mentorship and guidance.
• Close daily interaction with colleagues within the Patient Access team and with clinic staff.

Operations Impact:

• Directly impacts patient satisfaction and clinic operational efficiency through accurate scheduling and proactive coordination.
• Contributes to revenue cycle management by ensuring patients are correctly scheduled with appropriate visit types and prerequisites met, reducing potential claim denials or delays.
• Acts as a crucial first point of contact, shaping the patient's initial perception of the University of Iowa healthcare system.

Growth Opportunities:

• Skill Specialization: Develop expertise in specific clinic scheduling needs, Epic Cadence functionalities, or patient advocacy strategies.
• Advancement to Senior Specialist: Progress to a Senior Patient Access Specialist role with increased responsibilities, potentially including training new staff or handling more complex cases.
• Transition to Other Operations Roles: Opportunities to move into related areas such as patient financial services, clinic administration, or healthcare informatics.
• Continuous Learning: Access to University of Iowa training programs, workshops, and potential for further education support.

📝 Enhancement Note: This role is an excellent stepping stone for individuals looking to build a career in healthcare administration and operations. The University of Iowa's scale offers numerous internal mobility options. The emphasis on mentorship and potential for further education supports professional development.

🌐 Work Environment

Office Type: Hybrid (Combination of remote and on-site work) Office Location(s): Iowa City, Iowa – specific clinic locations or a central office for on-site days.

Workspace Context:

• Collaborative Setting: Will involve regular interaction with colleagues, supervisors, and clinic staff, fostering a team-oriented environment.
• Technology-Rich: Requires consistent use of computers, scheduling software (Epic), communication tools, and potentially other administrative systems.
• Dynamic Pace: The outpatient clinic environment can be fast-paced, requiring adaptability and efficient multitasking.
• Patient Interaction: Significant portion of the role involves direct communication with patients, requiring empathy and strong interpersonal skills.

Work Schedule:

• Primarily standard business hours, Monday through Friday, for a 40-hour work week.
• The hybrid arrangement offers flexibility in balancing remote and on-site responsibilities, subject to approval and adherence to university policies.

📝 Enhancement Note: The hybrid work model is a key feature, requiring employees to be physically located within Iowa. This offers a balance between remote work convenience and the benefits of in-person collaboration and access to on-site resources.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: Review of resume and cover letter to assess qualifications against job requirements.
• First Interview: Likely a phone or video interview with the hiring manager (Kaitlin Luoma) or a recruiter to discuss experience, motivation, and cultural fit.
• Skills Assessment: May include practical exercises related to scheduling, problem-solving, or system navigation (e.g., simulated Epic tasks if applicable).
• Panel/On-site Interview: Meeting with the hiring manager and potentially team members or clinic stakeholders to delve deeper into experience, behavioral competencies, and role-specific knowledge.
• Final Decision: Offer extended based on overall assessment.

Portfolio Review Tips:

• Highlight Scheduling Logic: Be prepared to discuss your approach to scheduling complex appointments, including how you ensure accuracy and efficiency.
• Demonstrate Patient Advocacy: Share specific examples of how you've gone above and beyond to assist patients or resolve their access-related concerns.
• Showcase Problem-Solving: Prepare a concise story about a challenging scheduling issue you encountered and how you successfully resolved it.
• Quantify Achievements: If possible, use numbers to describe your impact (e.g., "managed scheduling for X providers," "improved appointment confirmation rates by Y%").
• Epic Experience: If you have Epic experience, be ready to discuss specific modules used (Cadence, Prelude) and your proficiency level.

Challenge Preparation:

• Scenario-Based Questions: Expect questions that present hypothetical patient scheduling scenarios or access challenges. Practice articulating your step-by-step approach to resolution.
• Communication Skills: Be ready to demonstrate clear and empathetic communication, as if speaking directly to a patient.
• Process Adherence: Understand the importance of following established procedures and quality standards in a healthcare setting.

📝 Enhancement Note: The requirement for a resume and cover letter suggests candidates should tailor their application materials to directly address the responsibilities and qualifications outlined. Highlighting specific achievements and demonstrating an understanding of healthcare operations will be key.

🛠 Tools & Technology Stack

Primary Tools:

• Epic System: (Highly Desirable) Specifically Cadence for scheduling, and potentially Prelude for patient registration. Proficiency in navigating EHR systems is crucial.
• Microsoft Office Suite: Word for documentation, Excel for data management and tracking, Outlook for communication.

Analytics & Reporting:

• Internal Reporting Tools: Likely custom dashboards or reports within Epic or other university systems to track scheduling metrics, patient flow, and key performance indicators.
• Spreadsheet Software (Excel): For ad-hoc data analysis, tracking, and reporting.

CRM & Automation:

• CRM (Limited Role): While not a traditional sales CRM, the EHR system (Epic) functions as a comprehensive patient relationship management tool.
• Communication Platforms: Email (Outlook), potentially internal messaging systems, and phone systems for patient outreach.

📝 Enhancement Note: Proficiency with the Epic EHR system is a significant advantage. Candidates should be prepared to discuss their experience with scheduling modules and how they leverage technology to manage patient information and appointments efficiently.

👥 Team Culture & Values

Operations Values:

• Patient-Centered Care: A fundamental value, emphasizing the patient's well-being and experience at every touchpoint.
• Integrity & Professionalism: Upholding high ethical standards and maintaining a professional demeanor in all interactions.
• Collaboration & Teamwork: Working effectively with colleagues across departments to achieve shared goals.
• Excellence & Quality: Commitment to best practices, accuracy, and continuous improvement in all operational functions.
• Service Orientation: A dedication to providing exceptional service to patients, visitors, and colleagues.

Collaboration Style:

• Interdisciplinary: Expect to collaborate closely with clinical staff (nurses, physicians), administrative teams, and fellow patient access specialists.
• Proactive Communication: Emphasis on clear, timely, and respectful communication to ensure smooth patient flow and issue resolution.
• Supportive Environment: The mention of mentoring and coaching suggests a culture that values mutual support and knowledge sharing.

📝 Enhancement Note: As part of a large university and healthcare system, the culture likely values a balance of structured processes and a commitment to service. The role requires being a team player who can also work independently and advocate for patient needs within the established framework.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing High Volume: Handling a high volume of patient scheduling requests and inquiries across multiple clinics.
• Complex Scheduling Needs: Accommodating diverse and sometimes conflicting scheduling requirements for various specialties and providers.
• Patient Expectations: Navigating patient concerns, frustrations, or unique needs related to access and scheduling.
• System Navigation: Mastering the intricacies of the Epic system and other relevant administrative tools.
• Balancing Hybrid Work: Effectively managing time and responsibilities across remote and on-site workdays.

Learning & Development Opportunities:

• Epic Certification: Potential to gain formal certification in Epic modules relevant to patient access.
• Healthcare Operations Training: Access to internal training programs on healthcare administration, patient flow, and compliance.
• Patient Service Skills: Development of advanced communication, de-escalation, and patient advocacy techniques.
• Career Path Development: Guidance and support for career progression within the University of Iowa's extensive network of roles.

📝 Enhancement Note: This role offers significant opportunities for growth within the healthcare sector, particularly for those interested in the patient access and administrative side of healthcare delivery. The challenges are typical of busy healthcare environments and provide a strong foundation for skill development.

💡 Interview Preparation

Strategy Questions:

• Scenario-Based Scheduling: "A patient needs to see Dr. Smith, but their schedule is booked for the next three months. How would you approach this to ensure the patient receives timely care within their plan of care?" (Focus: Problem-solving, patient advocacy, knowledge of clinic operations).
• Patient Advocacy Example: "Describe a time you acted as a patient advocate to resolve a scheduling issue or access barrier. What was the outcome?" (Focus: Empathy, initiative, problem-solving).
• Process Improvement: "If you noticed a recurring inefficiency in the scheduling process, how would you identify it and what steps might you take to suggest an improvement?" (Focus: Observational skills, proactive thinking, communication).

Company & Culture Questions:

• Motivation: "Why are you interested in working for the University of Iowa Healthcare system and specifically in a Patient Access role?" (Focus: Alignment with mission, understanding of the role).
• Teamwork: "Describe your ideal team environment and how you contribute to a collaborative atmosphere." (Focus: Cultural fit, interpersonal skills).
• Service Excellence: "How do you define and demonstrate patient service excellence in an administrative role?" (Focus: Understanding of patient experience, commitment to quality).

Portfolio Presentation Strategy:

• Resume Walkthrough: Be prepared to walk through your resume, highlighting administrative experience, any scheduling-specific tasks, and instances of patient interaction or problem-solving.
• Cover Letter Alignment: Ensure your cover letter explicitly addresses key requirements like communication skills, problem-solving, and any relevant system experience (especially Epic).
• Quantifiable Achievements: If you have data from previous roles (e.g., number of appointments scheduled daily, types of issues resolved), be ready to share it to demonstrate impact.

📝 Enhancement Note: Interviewers will likely assess your communication skills, ability to handle pressure, problem-solving capabilities, and understanding of patient-centric healthcare operations. Prepare specific examples that align with the core responsibilities and desired qualifications.

📌 Application Steps

To apply for this operations position:

• Submit your application through the provided link on the University of Iowa's Taleo career portal.
• Tailor Your Resume: Emphasize any administrative experience, scheduling duties, customer service roles, and proficiency with computer systems. Use keywords from the job description such as "scheduling," "patient access," "communication skills," and "problem-solving."
• Craft a Compelling Cover Letter: Clearly articulate your interest in the University of Iowa, your understanding of the Patient Access Specialist role, and how your skills (especially communication, organization, and advocacy) make you a strong candidate. Address why you are interested in a hybrid role and your ability to work within Iowa.
• Prepare for Potential Skills Assessment: If an assessment is part of the process, review basic administrative tasks, scheduling principles, and customer service best practices. If you have Epic experience, be ready to discuss it in detail.
• Research the University of Iowa: Familiarize yourself with their mission, values, and the scope of their healthcare services to demonstrate genuine interest and cultural alignment.

⚠️ 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.

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