Clinic Business Specailist

University of Illinois
1206 S. Fourth St.
Champaign, IL 61820
United States

Manages Others
Experience Required
Degree Required
Security Clearance Required
Employment Type
Work Schedule
No Travel

Job Description

Clinic Business Specialist

Department of Speech and Hearing Sciences

University of Illinois at Urbana-Champaign

The Department of Speech and Hearing Sciences (SHS) seeks a full-time (12-month) Clinic Business Specialist. This position will provide managerial assistance for the Clinic Director and ensure the efficient operation of the Audiology and Speech-Language Pathology Clinic. Duties include scheduling, front desk and patient communication, filing and billing support including verification of insurance eligibility and obtaining prior authorizations for services.

The University of Illinois is an Equal Opportunity, Affirmative Action Employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit Major

Duties and Responsibilities

Financial and Patient Insurance

  • Responsible for monitoring patient accounts, applying payments, submission of insurance claims, and reconciling claims to the Patient Benefit statements. Assists patients who have problem accounts and/or delinquent accounts; sets up preliminary pay schedules when appropriate; refers patients with complex account problems and/or severely delinquent accounts to Clinic Director or to other staff, as designated.
  • Submits requests for individual pre-authorizations for visits and durable medical equipment through insurance companies; contacts insurance companies to complete verification process and/or check benefits for patients. Verifies outside referring providers; confirms patient insurance and prior authorization status/referral status by completing eligibility checks to maximize reimbursement. Checks clinician status in various portals where required for insurance provider assurance per terms of the contract, and documents such.
  • Works with Clinic Director and other designated personnel to investigate and follow up on special account actions; completes necessary forms and records and forwards to appropriate offices (such as refunds, write-offs, or adjustments).
  • Establishes and maintains contact with appropriate third party payer agencies for referral purposes; processes related forms and maintains appropriate follow up.
  • Oversees collection of co-payment or appointment fees at patient check-in/out.
  • Creates bills and collects payments for off-site services provided by our clinicians.
  • Processes clinic check and cash income and credit card transactions at time of service to post to patients’ accounts. Prepares department deposits for both clinics per OBFS policy and submit the deposits to cashiering. Prepares monthly sales tax report for the audiology clinic and file backup for said report

Scheduling and Patient Satisfaction

  • Maintains the reception area by answering patients' questions and providing clinic reception duties. Greets and checks in patients and visitors. Keeps patient contact information updated. Answers or refers inquiries. Maintains a friendly, welcoming and well-organized front office for patients and staff.
  • Oversees appointment scheduling process. Schedules appointments in person or by telephone. Maintains accurate scheduling log. Responds to email inquiries to schedule appointments. Completes patient intake information. Assists patients with rescheduling appointments and other scheduling issues. Checks in patients and ensures availability of treatment information by filing and retrieving patient records. Creates and maintains patient accounts in Clinic Note by obtaining, recording, and updating personal and insurance information and maintaining HIPAA compliance. Sends correspondence as directed to outside entities.
  • Develops operating procedures and guidelines for reception and referral personnel; creates, maintains, and updates procedure manuals; ensures proper development and implementation of procedures and guidelines by support staff.
  • Supervises student workers in the reception area.

Clinic Operations

  • Assists Clinic Director in the development of unit operating procedures and guidelines; ensures proper implementation of procedures and guidelines by support staff; maintains and updates procedures manuals.
  • Inspects all assigned locations, ensuring safety, cleanliness, appropriate levels of supplies, and properly functioning equipment.
  • Conducts fiscal inventory of supplies, equipment and furnishings; maintains records to document changes in that inventory.
  • Orders all clinic materials for the clinic, including hearing aids, etc. Prepares shipments of durable medical equipment (hearing aids).
  • Process purchase requests with iBUY, P-card and T-card following OBFS policies.
  • Run monthly reports from Clinic Note, and other systems and share with AHS Business Office.

Staff Support

  • Administrative support for the clinic director; manage clinic director’s calendar.
  • Participates in clinical staff and student orientations, and coordinates or conducts ongoing staff development programs.
  • Make travel arrangements for clinical faculty in a manner that conforms to the policies and procedures of the university and submit the payments for the same through the TEM system.
  • Assist with processing credentialing paperwork for new and current insurance providers.

Perform other duties as assigned and appropriate.

Salary and Appointment Information

This is a full-time Civil Service Business Administrative Associate position appointed on a twelve 12 month service basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.

Application Procedures and Deadline Information

Applications must be received by July 05, 2022. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload your cover letter, resume (months and years of employment must be included), and academic credentials including bachelor's degree (required) and master's degree or higher (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.

In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, please contact AHS HR at For questions regarding the application process, please contact 217-333-2137.

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

Job Requirements
Required: Bachelor's degree in business administration, management, or a field related to the position.

Required: Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
Preferred: Demonstrated experience with insurance and/or experience in a medical office or other healthcare setting.

Knowledge, Skills and Abilities:
• Strong communication skills (oral, written, and computer) in order to interact effectively on a day-to-day basis with faculty, staff, students, and other persons.
• Proficient with standard Microsoft Office software including Word, Excel, and Outlook.
• Working knowledge of electronic medical records systems.
• Willing to request and/or pursue information and training required to fulfill duties and responsibilities, even when those resources are external to the University.
• Ability to understand HIPPA laws, policy and practices as well as medical terminology and clinic practices.
• Working knowledge of health insurance and Medicare operations is preferred.
• Confidentiality and patient privacy is required.

Environmental Demands
This position works in a clinic environment and is open to the public. Office is very busy with a lot of distractions. Regular attendance is imperative for this position.
University of Illinois
1206 S. Fourth St. 107 Huff Hall
Champaign IL 61820
United States

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