Medical Office Specialist (UVA Pediatrics Culpeper)
Job ID: R0030721 | Health Services Administrative | Full Time | Culpeper, VA
Responsible for ensuring efficient administrative operations in coordination with leadership. Responsible for obtaining approval of professional and technical services which may include obtaining insurance referrals, procedure authorizations or pre-certifications required for patients to receive physician services, medical procedures, equipment, supplies and medications.
  • Works in a specialty care environment to facilitate administrative operations and provide support.
  • Demonstrates expected behaviors applicable to UPG, scheduling and registration system, as well as unit policies, procedures and guidelines. Utilizes electronic medical record functionality (e.g., inbox, telephone encounters, prescription requests, pools, letters and documentation only) per department process guidelines.
  • Registration elements, including Medicare Secondary Payor Questionnaire (MSPQ), scanning of long-term signatures (LTS) and insurance cards, Advanced Beneficiary Notices (ABNs), waivers and financial screenings are completed when indicated and in a timely manner.
  • Obtains referrals, authorizations and pre-certifications through a work queue process flow and Epic lists to ensure required approvals are obtained within an established time standard.
  • Reviews and evaluates documentation of electronic medical records (EMR) to obtain medical necessity and clinical data for approvals.
  • Ensures referrals are attached to appointments and the appropriate insurance information is documented. Researches and updates insurance carrier requirements as necessary.
  • Provides exceptional customer service while assisting customers in obtaining access to Medical Services at UVA Health System. Develops understanding of complex patient scheduling needs to facilitate optimal patient experience that meets individual needs. Maintains a positive attitude when speaking with customers and internal and external service representatives. Greets callers pleasantly and courteously; answers telephone as per department standards. Serves as a role model for UPG core values and ASPIRE while maintaining and expanding patient relationships. Demonstrates ownership of own role in the patient/family experience.
  • Prioritizes tasks to meet customer needs. Describes the impact of own performance on patient satisfaction.
  • Answers telephones, screens calls, confirms appointments and maintains appointment schedule following office scheduling procedures. Refers callers to appropriate individuals and gives routine information in accordance with established procedures.
  • Administers patient "no shows" and "cancellations" according to office policy; calls to reschedule as appropriate. May follow up with letter to patients for those unable to contact.
  • Other projects and/or assignments as directed.

  • Education: High school diploma or GED.
  • Experience: Three years of experience with preauthorization and referral processing.
  • Licensure: None.
  • Skills: Basic knowledge of and experience utilizing a personal computer. Basic word-processing skills required. Must have ability to learn and use telephone, facsimile and copy machine systems. Ability to work independently with minimal supervision and to manage multiple priorities. Strong analytical, prioritization and organizational skills.

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.

COVID Vaccination Requirement

Due to the scope of President Biden's Executive Order 14042 issued in early September, all University employees, including remote employees, must receive their final vaccination dose by January 4, 2022, unless they have a University-approved religious or medical exemption. The University has updated policy SEC-045 to reflect these new requirements.


If hired by the Academic Division, excluding School of Medicine, School of Nursing, UVA Physicians Group, and the Health Systems Library, you will be required to provide proof of vaccination or be willing to be vaccinated by January 4, 2022. Academic employees may apply for a University-approved medical or religious exemption.

Note: Some medical and safety-sensitive positions require vaccination and are not eligible for an exemption. For more information on how vaccination requirements will apply to you, please visit the UVA New Hire Vaccination Requirements webpage.


Tina Rosson
Tina Rosson
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Culpeper, VA
Culpeper, VA 22701
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Tina Rosson
Tina Rosson
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Working here.

Since 1979, UPG has been the clinical partnership group managing, growing and providing direct patient care for all UVA entities. This strategic partnership allows UVA to expand on education, technology, diagnostics, resources and facilities while the teams at UPG can focus on managing and delivering high-quality, multi-specialty care.

The expansive network of UPG providers and clinical support teams work together to deliver world-renowned care to patients at UVA Medical Center in Charlottesville and in 24 primary and specialty care clinics located throughout central and northern Virginia.

Quality of Life

Charlottesville, Virginia is one of the nation’s most charming and picturesque places to live and work. Our area boasts many excellent restaurants, wineries and craft breweries; historic sites; Shenandoah National Park and Skyline Drive; and a great selection of homes in welcoming neighborhoods, as well as urban and rural locations. Public transportation is excellent, and you’re just a short drive from the beach or Washington, D.C.