Patient Services Specialist 2

Job Description

The department of Oral and Maxillofacial Surgery has an outstanding opportunity for Patient Services Specialist 2 to join our team.  

About this Opportunity

Reporting to the Patient Care Coordinator Supervisor, the Patient Services Specialist 2 (PSS2) provides clerical and technical duties to support the operational service functions of the Northwest Center for Oral and Facial Surgery, a clinic within the University of Washington’s Oral and Maxillofacial Surgery Department. Oral and Maxillofacial Surgery (OMS) is a specialty of medicine and dentistry that focuses on the diagnosis, surgical treatment, and management of diseases and disorders of the face and jaws. Our faculty are trained to treat trauma, congenital and acquired defects and disorders, facial infections, cancers of the head and neck region, as well as to perform extractions, placement of dental implants, and dental anesthesia and sedation. The Department of Oral and Maxillofacial Surgery conducts predoctoral curriculum in OMS, a 6-year MD/OMS-Certificate Residency Program, and a 1-year, hospital based, General Practice Residency (GPR).

This position performs tasks that involve patient check-ins, insurance coordination, patient care scheduling, answering and triaging patient calls, scheduling new and returning patient appointments, pre-registration of patients, verifying demographic, financial and insurance information, maintaining patient records, cashiering, coordinating care with other services, and posting charges and payments. 

Key Responsibilities

Patient Interface (50%):

• Greet patients and families
• Ensure positive and professional first impression of the clinic
• Maintain pleasant atmosphere of waiting areas
• Schedule patient consults and procedures for multiple providers
• Generate patient quotes for service
• Coordinate clerical patient care activities and/or specialized technical to assure accurate and expedited patient check-in and discharge, including obtaining consents for care and referral information
• Advocate for the patient/family by locating appropriate staff to address concerns
• Provide telephone screening of patient medical problems and severity of condition, including COVID-19 symptoms
• Triage patient telephone calls to clinical staff; obtain necessary information for the return call; initiate emergency procedure when necessary
• Communicate various types of information to patients, referral agencies, departments, physicians and the community
• Perform cashiering duties for patient co-payments, when appropriate
• Act as a resource to other staff in patient support services and registration
• Enter accurate and timely documentation in the patient’s record
• Work with appropriate staff and management to identify issues with processes and make recommendations for improvement

Technical role (50%):

• Comprehend and apply specific policies and practices of the clinic computer systems, forms, unit and State and Federal patient care and HIPAA regulations
• Communicate information to referral agencies, physicians, and community agencies, including financial policies, billing procedures, treatment procedures, and other relevant information
• Communicates with insurance companies to ensure benefit coverage and pre- authorization requirements are met before planned procedures in the clinic
• Ensure availability of patient records (x-rays, satellite charts, and medical records) for appointments
• Coordinate patient records, referrals, and special forms; post payments, fee waivers, and adjustments
• Run and reconcile patient schedule reports, including daily charge report on a daily basis; maintaining clinical and financial statistics
• Coordinate interpretative services for patients; verify, transcribe, and follow-up with written physician orders
• Preparing correspondence for providers and insurance carriers; distributing patient schedules to appropriate providers, including residents and clinical staff; audit accuracy of procedure charges; copying/filing patient records both physically and digitally, and processing mail
• Template and maintain provider and clinic schedules
• Provide backup coverage for other PSS2 and PSS3 colleagues
• Assist with orienting or training new staff
• Perform related duties as required and assigned

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• High School graduation or equivalent AND one year of healthcare, administrative, or customer service experience.

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

About the Team

The Department of Oral and Maxillofacial Surgery (OMS) at the UW School of Dentistry specializes in the diagnosis, surgical treatment, and management of diseases associated with the face and jaws such as trauma, infections, disorders, and cancer associated with the face and neck. Our clinics work closely with residents acquiring their OMS certification and the school’s General Practice program, giving students unique learning experiences like extractions, implant placements, and dental anesthesia and sedation in a clinic setting. Our clinic, Northwest Center for Oral and Facial Surgery, is located at 6222 NE 74th St, Building 25, within Warren G. Magnuson Park. Our core values include compassion and respect for our patients, high moral and ethical standards, and a commitment to evidence-based and technically excellent clinical practices. 

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.