Vascular Surgery Clinic Services Specialist - UI Heart and Vascular Center

📍 Job Overview

Job Title: Vascular Surgery Clinic Services Specialist

Company: University of Iowa

Location: Iowa City, Iowa, United States

Job Type: Full-time, Regular

Category: Clinical Operations / Healthcare Administration

Date Posted: 2026-06-23

Experience Level: 2-5 Years

Remote Status: On-site

🚀 Role Summary

• Provides critical clinical operational support within the UI Heart and Vascular Center (HVC), managing patient appointments and access across multiple locations.

• Leverages the Electronic Medical Record (EMR) system, specifically Epic, for scheduling, message management, and overall patient flow optimization.

• Facilitates seamless care coordination by managing referrals, external test results, and provider schedule templates to ensure continuity of vascular care.

• Acts as a key liaison between patients, clinical staff, and administrative teams to resolve scheduling conflicts and enhance patient experience.

• Contributes to process improvement initiatives within the clinic to boost efficiency and support the HVC's mission of delivering high-quality patient care.

📝 Enhancement Note: This role, while not a traditional "Revenue Operations" or "Sales Operations" role, requires a strong understanding of operational workflows, process optimization, and system utilization within a healthcare context. The emphasis on efficiency, patient access, and coordination aligns with core operations principles. The "Clinic Services Specialist" title implies a focus on the patient journey from an administrative and operational perspective, ensuring smooth transitions and resource allocation.

📈 Primary Responsibilities

• Schedule patient appointments and visits across the UI Heart and Vascular Center's Main Campus Clinic, Iowa River Landing, Medical Center Downtown, and Medical Center North Liberty using the Epic EMR system.

• Coordinate and facilitate patient appointments across various vascular services, ensuring timely and appropriate access to care while managing provider schedules and clinic templates.

• Manage Epic In-Basket messages pertaining to scheduling, patient inquiries, and care coordination, ensuring prompt and accurate responses.

• Collaborate effectively with a multidisciplinary team, including physicians, nurses, and ancillary departments, to support comprehensive patient care needs and resolve scheduling barriers.

• Troubleshoot and resolve complex scheduling conflicts or patient access issues in a timely and patient-centered manner, aiming to optimize clinic efficiency and patient satisfaction.

• Adhere to established scheduling policies and protocols to maintain accuracy, consistency, and compliance with healthcare regulations.

• Participate in routine scheduling team meetings, contributing to process improvement discussions and identifying opportunities for workflow enhancement.

• Provide cross-coverage for patient check-in and check-out functions at Main Campus Outpatient clinics as operational needs dictate.

• Coordinate external testing (e.g., imaging, vascular studies), track completion, and obtain necessary records and images for continuity of care and provider review.

• Coordinate incoming vascular referrals by meticulously reviewing referral information for completeness and clinical urgency, ensuring timely retrieval of outside medical records and diagnostic reports.

• Ensure all necessary documentation and imaging are received, uploaded into Epic, and readily available for clinical review by providers.

• Collaborate with referring providers, external facilities, and internal departments to obtain missing or incomplete referral information, streamlining the onboarding process for new patients.

• Prioritize referrals based on clinical urgency and established vascular protocols to support timely patient access to specialized care.

• Facilitate efficient handoff of complete referral information to providers for triage and scheduling direction, optimizing the initial patient consultation phase.

• Negotiate scheduling needs with patients, providers, and departments to optimize clinic efficiency and patient satisfaction, demonstrating strong problem-solving skills.

• Communicate provider schedule changes effectively to clinical staff and leadership, ensuring operational continuity.

• Provide feedback to leadership to improve workflows, enhance the patient experience, and achieve operational goals, acting as a proactive contributor to clinic advancement.

• Identify opportunities for process improvement and implement solutions when appropriate, demonstrating initiative in operational efficiency.

• Participate in daily phone coverage, upholding Ambulatory Care Services Standards of Excellence and HVC/UIPAC best practices.

• Meet or exceed established performance metrics and productivity targets related to scheduling accuracy, referral processing times, and patient throughput.

• Serve as a mentor, role model, and ambassador of service excellence for staff, patients, and visitors, embodying the values of the UI Heart and Vascular Center.

📝 Enhancement Note: The responsibilities highlight a blend of direct patient interaction, administrative coordination, and process management. For operations professionals, this means demonstrating proficiency in EMR systems (Epic), understanding clinical workflows, and showcasing an ability to troubleshoot complex scheduling and referral issues. The emphasis on process improvement and collaboration indicates a need for analytical and interpersonal skills.

🎓 Skills & Qualifications

Education:

• Bachelor's Degree in Business Administration, Business Management, or a related field.

• An equivalent combination of education and experience will also be considered. Experience:

• Minimum of 1 year of experience performing complex patient scheduling across multiple departments or sub-specialties, preferably in a hospital setting.

• Desired: 3 years of experience in complex patient scheduling within a hospital environment. Required Skills:

• Patient Scheduling Expertise: Proven ability to manage complex patient appointments, visits, and provider schedules within a specialized clinical setting.

• Epic EMR Proficiency: Demonstrated experience utilizing the Epic electronic medical record system for scheduling, patient registration, and managing in-basket messages.

• Care Coordination: Strong understanding of patient care pathways and the ability to coordinate appointments across various services and external facilities to ensure continuity of care.

• Referral Management: Experience in processing incoming medical referrals, reviewing documentation for completeness and urgency, and facilitating the retrieval of necessary patient records.

• Clinical Operations Support: Ability to provide efficient and effective operational support within a clinical environment, understanding the unique demands of a busy healthcare center.

• Interpersonal Communication: Excellent verbal and written communication skills for effective interaction with patients, providers, and multidisciplinary teams.

• Multidisciplinary Collaboration: Demonstrated ability to work effectively within a team environment and collaborate with colleagues at all institutional levels.

• Database & Spreadsheet Proficiency: Must be proficient in computer spreadsheet and database applications for data management and reporting.

• Problem-Solving & Conflict Resolution: Ability to troubleshoot and resolve scheduling conflicts or barriers to care in a timely and patient-centered manner.

Preferred Skills:

• Prior Authorization Experience: Experience processing prior authorizations for medical procedures or services.

• Advanced Epic Usage: Deeper knowledge of Epic functionalities beyond basic scheduling, such as template management or advanced reporting.

• Process Improvement: Familiarity with identifying opportunities for workflow enhancement and implementing solutions to improve operational efficiency.

• Patient Experience Focus: A strong commitment to delivering exceptional patient service and enhancing the overall patient experience.

📝 Enhancement Note: The requirements emphasize practical experience with Epic and complex scheduling, which are crucial for operational efficiency in healthcare. A Bachelor's degree is a baseline, but the experience with specific healthcare systems and processes is paramount. The distinction between required and desired experience (1 year vs. 3 years) suggests a range of acceptable candidates, with a preference for those with more established experience in high-volume, multi-specialty environments.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Scheduling Workflow Documentation: Showcase examples of documented patient scheduling workflows, highlighting efficiency gains or improvements made.

• Epic EMR Utilization Case Studies: Present brief case studies or examples demonstrating effective use of Epic for complex scheduling, referral management, or patient flow optimization.

• Process Improvement Examples: Include examples of processes you have analyzed, improved, or contributed to improving within a healthcare administrative or operational context.

• Metrics & Performance Data: If possible, include anonymized data or examples that illustrate your ability to track and report on key performance indicators (KPIs) related to scheduling, referral turnaround time, or patient access.

Process Documentation:

• Workflow Design: Examples of how you have mapped out or contributed to designing patient scheduling or referral intake workflows.

• System Implementation Support: Evidence of how you have supported the implementation or refinement of scheduling systems or processes within a team.

• Performance Analysis: Demonstrations of how you have analyzed operational data (e.g., appointment no-show rates, referral processing times) to identify trends and suggest improvements.

📝 Enhancement Note: While a formal "portfolio" might not be explicitly required for this role, candidates are expected to demonstrate practical experience. This section guides applicants on what types of evidence (case studies, process examples, data points) would be most compelling to showcase their skills in managing complex operational processes within a healthcare setting, particularly with EMR systems like Epic.

💵 Compensation & Benefits

Salary Range:

• Estimated Range: $40,000 - $55,000 annually.

• Methodology: This estimate is based on industry benchmarks for Clinic Services Specialists or similar patient access/scheduling roles in Iowa City, Iowa, considering the experience level (2-5 years) and the employer being a large academic medical center. Salary data from sources like Glassdoor, Salary.com, and industry-specific healthcare compensation surveys were reviewed. The range reflects variations based on the specific depth of experience and qualifications presented by the candidate.

Benefits:

• Comprehensive Health Insurance: Medical, dental, and vision insurance plans.

• Retirement Savings Plan: University of Iowa's retirement savings programs, potentially including a 403(b) or similar plan with employer contributions.

• Paid Time Off (PTO): Generous PTO accrual for vacation, sick leave, and holidays, contributing to work-life balance.

• Tuition Assistance/Reimbursement: Opportunities for continued education and professional development, including tuition support for relevant courses or degrees.

• Employee Assistance Program (EAP): Confidential counseling and support services for employees and their families.

• Life Insurance and Disability Coverage: Employer-provided life insurance and long-term disability benefits.

• Wellness Programs: Access to university-wide wellness initiatives and resources.

Working Hours:

• 40 hours per week.

• Schedule: The role explicitly states "No Nights, Weekends, or Holidays," indicating a standard Monday-Friday daytime work schedule. This offers predictable hours and a strong work-life balance, which is a significant benefit for operations professionals seeking stability.

📝 Enhancement Note: The absence of nights, weekends, and holidays is a major draw for this role and should be highlighted. The salary range is an educated estimate for the Iowa City market for this type of position and experience level. The benefits listed are standard for a large university employer like the University of Iowa.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare (Academic Medical Center)

Company Size: Large (University of Iowa Health Care employs over 12,000 employees, students, and volunteers)

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

Team Structure:

• Operations Team: This role is part of the UI Heart and Vascular Center (HVC) operations team, which likely includes other scheduling specialists, patient access coordinators, clinic managers, and administrative support staff.

• Reporting Structure: The Clinic Services Specialist will likely report to a Patient Access Supervisor, Clinic Manager, or a similar operational leadership role within the HVC.

• Cross-functional Collaboration: The role requires extensive collaboration with vascular surgeons, cardiologists, nurses, diagnostic technicians, billing departments, and the UI Patient Appointment Center (PAC).

Methodology:

• Data-Driven Operations: The emphasis on metrics, process improvement, and EMR utilization suggests a data-driven approach to operations.

• Patient-Centered Workflow: Processes are designed with a focus on patient access, experience, and continuity of care, reflecting best practices in healthcare operations.

• Collaborative Problem-Solving: The culture encourages teamwork and open communication to address operational challenges and enhance service delivery.

Company Website: https://uihc.org/

📝 Enhancement Note: The University of Iowa Health Care is a large, well-established academic institution. This implies a structured environment with robust processes, opportunities for professional development, and a strong emphasis on patient care and research. For operations professionals, this means working within established frameworks but also having opportunities to influence and improve operational workflows.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned as an entry-to-mid-level operational specialist within healthcare. It provides foundational experience in clinical administration, patient flow management, and EMR system utilization.

Reporting Structure: The Specialist will report to a direct supervisor within the HVC operations team, likely a manager or team lead responsible for patient access and scheduling. This provides clear guidance and oversight.

Operations Impact: The role directly impacts the patient's journey by ensuring timely access to critical vascular care. Efficient scheduling and referral management contribute to:

• Improved patient satisfaction and experience.

• Enhanced clinic throughput and provider utilization.

• Reduced administrative burden on clinical staff.

• Smoother continuity of care, leading to better patient outcomes.

• Operational efficiency, supporting the financial health of the department. Growth Opportunities:

• Specialization: Potential to specialize further within vascular services or other high-demand specialties within the UI Health Care system.

• Advanced EMR Skills: Develop deeper expertise in Epic functionalities, potentially leading to roles as an Epic trainer or super-user.

• Process Improvement Leadership: Transition into roles focused on analyzing and optimizing operational workflows, perhaps as a Process Improvement Specialist or Operations Analyst.

• Supervisory Roles: With significant experience and demonstrated leadership, advancement into team lead or supervisory positions within patient access or clinic operations is possible.

• Cross-departmental Mobility: Opportunities to explore roles in other administrative or operational areas within the broader University of Iowa Health Care system.

📝 Enhancement Note: For operations professionals, this role serves as a strong stepping stone into the healthcare administration field. The growth paths are clearly defined, emphasizing skill development in EMR systems and process optimization, which are highly transferable within the healthcare industry.

🌐 Work Environment

Office Type: Primarily an administrative and patient-facing role within a large academic medical center's outpatient clinics. This involves working in a professional office environment and potentially in clinic reception areas.

Office Location(s):

• Main Campus Outpatient Clinics

• Iowa River Landing locations

• Medical Center Downtown

• Medical Center North Liberty Workspace Context:

• Collaborative Environment: The role requires constant interaction with physicians, nurses, administrative staff, and patients, fostering a highly collaborative and dynamic workspace.

• Technology-Rich: Access to and proficient use of the Epic EMR system and other standard office technologies are essential.

• Patient Interaction Hub: The workspace will involve direct patient engagement, requiring a professional and empathetic demeanor.

Work Schedule:

• Standard 40-hour work week.

• Predictable Hours: The explicit mention of "No Nights, Weekends, or Holidays" ensures a consistent and predictable daytime schedule, offering excellent work-life balance. This is a significant advantage for operations professionals who may be accustomed to more demanding schedules in other industries.

📝 Enhancement Note: The on-site nature of the role in a major healthcare facility means candidates should be comfortable with a busy, professional environment. The predictable schedule is a key differentiator and should be a strong selling point for operations candidates seeking work-life balance.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: Application review focusing on qualifications, experience with Epic, and scheduling complexity.

• Phone/Video Interview: A preliminary discussion with a hiring manager or HR representative to assess communication skills, understanding of the role, and cultural fit.

• On-site Interview: This will likely involve meeting with the hiring manager and potentially team members. Expect behavioral questions focused on problem-solving, collaboration, and patient interaction.

• Skills Assessment (Potential): A practical assessment using Epic (if feasible) or a scenario-based exercise related to scheduling, referral management, or conflict resolution.

• Final Interview/Reference Checks: A final discussion and verification of professional references.

Portfolio Review Tips:

• Highlight Epic Experience: Be prepared to discuss specific ways you've used Epic for scheduling, patient tracking, and communication. Quantify your experience where possible.

• Showcase Process Improvement: For any process improvement examples, clearly articulate the problem, your proposed solution, the steps taken, and the measurable outcome (e.g., reduced wait times, improved accuracy).

• Demonstrate Customer Service: Prepare examples of how you have handled challenging patient interactions or resolved complex scheduling issues with a focus on patient satisfaction.

• Quantify Achievements: Wherever possible, use numbers to illustrate your impact (e.g., "managed schedules for 5 providers," "reduced referral processing time by 15%," "handled an average of 50 patient inquiries daily").

Challenge Preparation:

• Scenario-Based Questions: Practice responding to hypothetical situations related to double-booking, urgent patient needs, provider schedule conflicts, or handling difficult patient inquiries.

• Epic Navigation: If you have Epic experience, be ready to describe your workflow and how you leverage its features for efficiency.

• Vascular Services Context: Familiarize yourself with common vascular conditions and procedures to better understand the context of patient referrals and scheduling needs.

📝 Enhancement Note: While a formal portfolio might not be explicitly requested, candidates should be prepared to discuss their experience and achievements in a way that demonstrates their operational capabilities. The interview process will likely focus on practical skills, problem-solving ability, and fit within a patient-focused, team-oriented environment.

🛠 Tools & Technology Stack

Primary Tools:

• Epic EMR: This is the core system for patient scheduling, record management, and communication within the UI Heart and Vascular Center. Proficiency is essential.

• Microsoft Office Suite: Specifically Excel for data management and reporting, Word for communication, and Outlook for email and calendar management.

• Phone Systems: Standard office phone systems for patient and inter-departmental communication.

Analytics & Reporting:

• Epic Reporting Modules: Potential use of basic reporting features within Epic for tracking appointment volumes, no-show rates, and referral queues.

• Spreadsheet Software (Excel): For creating custom reports, analyzing data, and tracking specific operational metrics not readily available in Epic.

CRM & Automation:

• Epic as CRM: In this context, Epic functions as the primary system for managing patient information and interactions.

• Internal Communication Tools: University-wide communication platforms or internal messaging systems might be used for team coordination.

📝 Enhancement Note: Proficiency in Epic is the most critical technical requirement. Candidates should highlight any experience with EMR systems, especially Epic, as it's central to the role's operational functions. Basic office software skills are also assumed.

👥 Team Culture & Values

Operations Values:

• Patient-Centered Care: A fundamental value driving all operational decisions, ensuring patient needs and experience are prioritized.

• Excellence & Quality: Commitment to high standards in patient care, operational efficiency, and service delivery, as evidenced by national rankings.

• Collaboration & Teamwork: Emphasis on working together across disciplines and departments to achieve shared goals.

• Integrity & Accountability: Upholding ethical standards and taking responsibility for actions and outcomes.

• Innovation & Continuous Improvement: Encouraging the identification and implementation of better ways to deliver care and manage operations.

Collaboration Style:

• Multidisciplinary: Frequent interaction and collaboration with physicians, nurses, and various support staff to ensure seamless patient care.

• Service-Oriented: A strong focus on providing excellent service to both internal colleagues and external patients.

• Proactive Communication: Encouraging open and timely communication to resolve issues and prevent problems.

• Feedback-Driven: A culture that values feedback for continuous improvement of processes and patient experiences.

📝 Enhancement Note: The culture likely reflects the values of a large academic medical institution: a strong commitment to patient care, continuous learning, and collaborative problem-solving. Operations professionals who thrive in structured yet dynamic environments will find this appealing.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing Complex Schedules: Balancing the intricate scheduling needs of multiple providers across different locations and sub-specialties can be demanding.

• High Patient Volume & Urgency: Dealing with a high volume of patient inquiries and urgent referral requests requires efficient prioritization and time management.

• Navigating EMR System: While Epic is powerful, mastering its nuances for optimal efficiency requires ongoing learning and adaptation.

• Resolving Conflicts: Mediating scheduling conflicts between patients, providers, and departments requires strong negotiation and problem-solving skills.

• Adapting to Healthcare Changes: Staying abreast of evolving healthcare protocols, EMR updates, and patient care standards.

Learning & Development Opportunities:

• Epic System Mastery: Opportunities to become an advanced user or even certified in specific Epic modules related to scheduling and patient access.

• Healthcare Operations Best Practices: Gaining in-depth knowledge of operational workflows, patient flow optimization, and best practices in clinical administration.

• Process Improvement Methodologies: Learning and applying techniques to analyze and improve operational processes.

• Specialized Medical Knowledge: Developing a foundational understanding of vascular surgery and related medical fields.

• Career Advancement: Potential pathways into supervisory roles, specialized administrative positions, or further education within healthcare management.

📝 Enhancement Note: The role presents challenges that are common in high-volume healthcare operations, requiring resilience and strong organizational skills. The growth opportunities are substantial, particularly for those interested in specializing within healthcare administration or advancing their EMR expertise.

💡 Interview Preparation

Strategy Questions:

• Operational Efficiency: "Describe a time you improved a process related to patient scheduling or referral management. What was the outcome?" (Focus on quantifiable results and your specific contribution.)

• Problem-Solving: "How would you handle a situation where a patient needs an urgent appointment but all provider slots are booked?" (Emphasize your approach to finding solutions, checking for cancellations, or escalating appropriately.)

• Collaboration: "Tell me about a time you had to work with a difficult colleague or resolve a conflict with another department. How did you approach it?" (Highlight your communication and teamwork skills.)

Company & Culture Questions:

• Understanding UIHC: "What do you know about the UI Heart and Vascular Center and why are you interested in working here?" (Research their rankings, mission, and values.)

• Teamwork: "How do you contribute to a positive team environment?" (Focus on collaboration, support, and proactive communication.)

• Patient Focus: "How do you ensure a positive patient experience, even when dealing with scheduling challenges?" (Emphasize empathy, clear communication, and problem-solving.)

Portfolio Presentation Strategy:

• Quantify Achievements: Be ready to present specific examples from your resume or past roles that demonstrate your impact using numbers.

• Structure Your Stories: Use the STAR method (Situation, Task, Action, Result) to clearly articulate your experiences when discussing past projects or challenges.

• Highlight Epic Proficiency: If you have Epic experience, be prepared to discuss specific tasks you performed and how you leveraged the system to improve efficiency or patient care.

• Showcase Problem-Solving: Prepare to walk through a complex scheduling or referral issue you resolved, detailing your thought process and the steps you took.

📝 Enhancement Note: Interviewers will look for candidates who can demonstrate practical problem-solving skills, a strong understanding of healthcare operations, excellent communication, and a commitment to patient care. Being prepared with specific examples and understanding the organization's mission will be key.

📌 Application Steps

To apply for this Vascular Surgery Clinic Services Specialist position:

• Submit your application through the provided link on the University of Iowa's Taleo career portal.

• Resume Optimization: Tailor your resume to highlight experience with patient scheduling, EMR systems (especially Epic), referral management, and healthcare administrative processes. Use keywords from the job description.

• Cover Letter Crafting: Write a compelling cover letter that articulates your understanding of the role's importance in patient access and care coordination, specifically mentioning your interest in the UI Heart and Vascular Center and your relevant skills.

• Portfolio Preparation: Gather examples of your work that demonstrate proficiency in scheduling, process improvement, and EMR usage. Be ready to discuss these during an interview.

• Thorough Company Research: Familiarize yourself with the University of Iowa Health Care's mission, values, and the reputation of the UI Heart and Vascular Center. Understand their commitment to patient care and operational excellence.

⚠️ 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.