Specialty Services Coordinator/SPCU Admitting (2026-0984)

Location: VMC Main Campus, Renton, WA | Department: Admitting | Shift: Days | Type: On‑Call / Per Diem (variable hours) | Salary Range: $25.80 – $43.11/hr (DOE) | Grade: OPEIUE | FLSA: Non‑Exempt

About the role

The Specialty Services Coordinator is responsible for scheduling and coordinating services for patients across multiple hospital‑based specialty services and providers, as well as clinic services. Duties include pre‑registration, insurance verification, estimate creation, collection of payments over the phone, inbound and outbound call handling, backup for in‑person check‑in, and MyChart request processing.

Responsibilities

• Complex scheduling coordination for multiple hospital and clinic services, including coordination of radiology, nursing, anesthesia, and other resources.
• Confirm referrals received are complete and accurate; use EPIC to gather scheduling information (patient acuity, snap board, referral and patient work queues, ancillary orders).
• Coordinate prerequisites (labs, films, medical history) and ensure appropriate clinical resources are available.
• Request additional information from referring offices as needed for accurate scheduling and reimbursement.
• Utilize protocols to identify when escalation is needed based on patient‑reported symptoms.
• Outbound dialing for referral work queues: identify patients with active/authorized referrals, schedule per department protocols, update referrals per defined workflow.
• Verify insurance coverage and network status; inform patients of benefit limitations if out‑of‑network.
• Generate patient estimates and follow Point‑of‑Service (POS) Collection guidelines to determine patient liability before service.
• Accept payments on accounts with Patient Financial Responsibility (PFR) and outstanding balances; document in HIS and provide receipts.
• Confirm financial clearance criteria prior to service; refer to Financial Assistance or management if unable to clear.
• Complete MyChart scheduling process for appointment requests and direct‑scheduled appointments.
• Work patient and referral work queues to ensure accounts are actively processed and documentation is complete.
• Organize and prioritize work per department standard workflows.
• Receive, distribute, and respond to email, Voalte, InBasket messages, and in‑person requests.
• Meet defined targets for productivity, POS collections, and financial clearance.
• Process mail for work area, including referral work queues, Aspect, Epic InBasket, and faxes per department standards.
• Monitor office supplies and equipment; keep ordering personnel updated.
• Perform other duties as assigned.

Requirements

• High School Graduate or equivalent (G.E.D.) required.
• Minimum 1 year front‑office experience in a physician office or hospital access department (scheduling, registering, multi‑line phone systems, EMR, multiple software programs).
• Computer experience in a Windows‑based environment.
• Excellent communication skills (verbal, written, listening).
• Excellent customer service skills.
• Knowledge of medical terminology and abbreviations; ability to spell and understand commonly used terms preferred.

Qualifications

• Ability to function effectively and interact positively with patients, peers, and providers at all times.
• Ability to access, analyze, apply, and adhere to departmental protocols, policies, and guidelines.
• Ability to provide verbal and written instructions.
• Demonstrated understanding and adherence to compliance standards.
• Excellent customer service skills in every interaction with patients, customers, and staff.
• Effective verbal and written communication.
• Active listening to callers, analyzing needs, and determining appropriate action.
• Maintain a calm, professional demeanor during all interactions.
• Interact tactfully and show empathy.
• Communicate and work effectively with all age groups.
• Analyze and solve complex problems that may require research and creative solutions while the patient is on the line.
• Document per procedural templates, gather pertinent information, and enter data into the computer while talking with callers.
• Utilize third‑party payer/insurance portals to identify coverage and eligibility; detailed knowledge of insurance providers, their portals, and authorization expectations for referral services/appointments.
• Function effectively in a high‑interruption, multi‑task environment.
• Organize and prioritize work.
• Multitask while using varying computer tools and software packages, including:
  • Multiple monitors for workflow management
  • Scanning and electronic faxing
  • Electronic Medical Records (EPIC)
  • Telephone software systems
  • Microsoft Office suite
• Work in a fast‑paced environment handling high volumes of inbound calls.
• Meet or exceed department performance standards for Registration Quality, Productivity, and Collections.
• Speak, spell, and use appropriate grammar and sentence structure.

Physical Demands

• Ability to stand or sit for extended periods.
• Ability to withstand repetitive keyboarding for extended periods.
• Ability to lift supplies and/or documents up to 10 lbs.
• Ability to push patients in wheelchairs from the admitting department to patient care areas.

Pay

Hourly range: $25.80 – $43.11 (DOE).

Schedule

Days shift; on‑call / per diem with variable hours.