Administrative Assistant III or Complex Specialty Scheduler

Job Summary:

The Complex Specialty Scheduler is responsible for providing outstanding customer service to the assigned physicians, referring providers and patients within the Division of Maternal Fetal Medicine. The individual in this position will perform specialized complex scheduling related to the effective and efficient scheduling of patients for outpatient visits and procedures in the Maternal Fetal Medicine offices. This includes maintaining precise interactions with nurses, physicians, and any other departments or functions involved in the delivery of patient care services.

The individual in this position will function as the liaison between the patient and the providers for all non-clinical issues including scheduling office visits and procedures within the clinics, communicating pre-appointment instructions and appointment confirmations, performing insurance verifications and/or obtaining pre-authorizations. Complex Specialty Scheduler will NOT disseminate any clinical information such as diagnosis, test results or post care instructions

Key Responsibilities:

• Schedule complex outpatient and procedure visits, including completing data entry in Epic and preparing all necessary documentation within medical records for the physician(s) to review.
• Must understand the relative timeline of patient visits and procedures and schedule accordingly. This will frequently require working with multiple room schedules and adjusting based on each patient's needs.
• Obtain referrals and pre-authorizations as necessary for all clinic patient encounters, procedures and genetic testing as needed. This will require interactions with insurance companies.
• Request Interpreter Services if necessary.
• Serve as a liaison for the patients in relation to all non-clinical issues; resolve issues based on independent judgement.
• Collect appointment fees as necessary.
• Process requests for medical records.
• Triage new patient referrals (fax and phone) with direction from the clinical team; email out new patient information.
• Answer incoming patient phone calls.
• Demonstrates responsibility and accountability for all reception, registration and front-end practices.
• Demonstrates excellence in customer service and satisfaction levels for internal and external customers.
• Establishes and maintains effective working relationships with leadership, physicians, colleagues and patients, addresses concerns in a forthright manner.
• Performs core responsibilities of position efficiently and effectively within parameters of organization policies, procedures, and external governmental agencies.

Work Location:

Onsite - this role is expected to work onsite and is located in Denver, CO.

Why Join Us:

CU MFM values a work culture in which all staff and faculty are well respected. The MFM division is comprised of a dynamic team, which includes 3 dedicated Fetal Surgeons, 26 MFM physicians, 2 Physician Assistants, 1 Nurse Practitioner, 2 Genetic Counselors, 2 Diabetes Educators, 12 Sonographers, 8 Medical Assistants, and 4 dedicated Schedulers.

The MFM physicians are amazing to work with. As CU MFM is part of an academic institution, a great deal of importance is placed upon teaching and ongoing education. CU MFM hosts a monthly Education Series for the clinical and nonclinical staff. In this series, MFM physicians present on different topics, protocols, and interesting ultrasound cases.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

• Three (3) years of relevant experience in an occupation related to the work assigned to this position
  
  
  
  • A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.
  
  
  
  

OR

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  • A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
  
  
  
  

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience with EPIC EMR
• MS Office experience.
• Bilingual, Spanish-speaking.
• Understanding of HIPAA practices and patient confidentiality.
• Experience with appointment scheduling and insurance verification.

Conditions of Employment:

• Current Basic Life Support (BLS) for Healthcare Providers issued by American Heart Association or American Red Cross healthcare provider level CPR certification or be willing, able, and eligible to obtain certification within 30 days of employment.
• Must be able to work in-person.
• Must be able to travel to alternate locations as assigned.

Knowledge, Skills and Abilities:

• Ability to maintain a positive attitude with clients, employees, and management.
• Ability to work quickly - individually and as part of a team.
• Ability to read, analyze, and interpret policies, documents, and regulations.
• Must be detail-orientated and maintain excellent organizational skills.
• Must be tech savvy (ability to understand, apply, and benefit from technology).
• Ability to effectively communicate at all levels, to include physicians, leadership, and staff.
• Ability to work within large, complex healthcare systems.
• Ability to attest to computer proficiency and learn new computer applications.
• Ability to keyboard/type, write legibly, and accurately record information.
• Ability to analyze and interpret data.
• Ability to organize workflow with particular focus on tracking patient care and improving patient flow.
• Effectively copes with fast-paced environment and typical job stressors.
• Ability to deal calmly and courteously with people.
• Ability to follow oral and written instructions and established procedures.
• Ability to multitask efficiently and effectively while maintaining quality control standards.
• Ability to maintain accuracy, consistency, and confidentiality.
• Demonstrates personal integrity, honesty and sincerity at all times.
• Ability to perform basic filing, office procedures and word processing.
• Ability to adhere to all policies and procedures, including but not limited to standards for safety, attendance, punctuality, and personal appearance.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Mark D'aiuto at mark.daiuto@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by August 1, 2025.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as

• $49,400 - $57,699

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.