Clinical Services Specialist, OB/GYN

Job Description

This position will serve as an ambassador of care for patients both before and after a patient visit. The position will work as a resource to help support clinics and providers. The expectation from this position is that it will support and assist in departmental workflows, processes, and procedures to maintain departmental consistency and ensure patient satisfaction throughout the clinic.
  • Responsibilities include coordinating surgical procedures with hospitals, scheduling and obtaining pre-operative testing, writing and communicating surgery orders, and collecting necessary insurance coding for prior authorization for assigned physician(s). This individual works closely with patients, physicians, and surgery location to providing accurate, timely, and responsive paperwork.
  • Provide accurate information so that all departments may view daily; and maintains open communication with hospital departments and physician offices regarding schedule changes.
  • Assist department leadership with monitoring monthly OR Block time utilization to ensure the department is meeting/exceeding UC Health operatory utilization benchmarks.
  • Assist department leadership with case scheduling, development of standard operating procedures and report cards that provide regular feedback to surgeons.
  • This role would be the conduit between schedulers, physicians, and managers helping to bridge standard processes



Engages in population appropriate communication. Has knowledge of growth and development milestones and tasks. Gives clear instructions to patients/family regarding treatment. Involves family/guardian in the assessment, initial treatment and continuing care of the patient. Identifies any physical limitations of the patient and deploys intervention when necessary. Recognizes and responds appropriately to patients/families with behavioral health problems. Interprets population related data and plans care appropriately. Identifies and responds appropriately to different needs resulting from, unique psychological needs or those associated with religious / cultural norms. Performs treatments, administers medication or operates equipment safely. Recognizes and responds to signs/symptoms of abuse or neglect.

  • Answer telephone and direct to correct person if needed.
  • Manage Outlook Calendar for providers within the clinic
  • Communicate with patients via phone and in person regarding scheduling related matters.
  • Manage office incoming mail
  • Prepare charts/Obtain records for upcoming clinic
  • Prepare FMLA/Disability paperwork per provider direction.
  • Point of contact for ordering supplies and inventory control within the clinic.
  • Training of new employees/internal transfers when needed.

  • Schedule and coordinate patient services; this includes appointments, surgeries, tests, and other procedures as needed.
  • Manage O.R. block time with providers Outlook calendar if applicable based on department guidelines.
  • Conduct pre-visit screenings.
  • Document and communicate cancellations and time changes
  • Help review daily schedules as needed and make leadership aware if changes are needed or discrepancies are identified.
  • Liaison between staff and procedural areas for scheduling needs.

Data Management:
  • Assist providers in documenting notes, in doing orders, and prescriptions by setting up the provider in the Electronic Medical Record (EMR).
  • All documents, prescriptions, and orders will be pended to the provider to review, edit, and sign off on as appropriate.
  • Maintain the system to track forms for patients, date the forms upon arrival, and pull forms as needed.
  • Track, obtain, and follow up on any documentation that is missing information or requires additional signatures.
  • Performs audits on patient records/registration for insurance billing and compliance.

Pre-Visit Planning, Preparation, and Registration:
  • Verify complete and accurate patient information during registration as well as collect co-pay.
  • Relay exam preparation instructions as needed.
  • Place reminder calls for already scheduled patients and note any cancellations to open up additional clinic spots for incoming requests.
  • Create EPIC accounts for patients.
  • Complete any required documentation.
  • Perform pre-authorizations and pre-certifications when needed.
  • Registration, pre-registration, greeting, and sign in of patients.


Education & Skills:

Education: High school diploma, minimum required. Associate degree, preferred.

  • One to two years of equivalent experience, minimum required. Three to five years, preferred.
  • Minimum 2 years of Surgery Scheduling experience
  • Experience with staffing/scheduling and leading perioperative scheduling operations.
  • Demonstrated ability to develop, promote, and maintain effective relationships with physicians, collaborating departments, and staff

Required Skills and Knowledge:
  • Excellent customer service skills.
  • Ability to multitask and work independently.
  • Excellent interpersonal skills.
  • Ability to train others as needed.