U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 2

Full-TimeUpdated on 10/23/2026
$33.52 - $47.96
Mid
San Francisco, CA, USA
In PersonRequired to work at any UCSF campus as needed and scheduled.
Medical, Clinical & VeterinaryClinical Support & Patient Administration

About the job

Requirements
  • High school graduation or equivalent with four years of related experience, or a college degree with six months of related experience, or an equivalent combination of education and experience.
  • Successfully pass the fingerprinting protocol and be approved as a cash collector if applicable.
  • Have strong computer skills, including basic keyboarding, experience with at least two office software programs such as Outlook, Word, and Excel, and the ability to navigate multiple patient record systems.
  • Be able to sit at a computer terminal with telephone headphones for extended periods.
  • Analyze situations, prioritize workload, develop solutions, and make recommendations.
  • Work with minimal supervision and exercise good judgment independently, including under deadline pressure.
  • Provide customer service and communicate effectively with patients and others by telephone and in person.
  • Have basic math skills and the ability to work with a wide variety of individuals and deal sensitively and effectively with patients.
  • Have organizational, problem-solving, and writing skills, including composing, editing, and proofreading a wide variety of documents.
  • Demonstrate administrative and office coordination skills and knowledge of medical practice terminology.
  • Within six months of start date, complete supervisor-assessed proficiency training and checklist in applicable areas, including referral entry and workqueues, surgery scheduling, workqueues, outside test results, CRM messaging and calls, telephone encounters, MyChart requests and scheduling, letters, pools, patient lookup, check-in and check-out, comments, quick notes, and scanning.
  • Adhere to Medical Center policies and procedures, including patient confidentiality and HIPAA guidelines, infection control, safety, administrative and clinical practice procedures, and applicable Joint Commission and Title 22 requirements.
  • Demonstrate service excellence, professional communication, telephone etiquette, cultural sensitivity, teamwork, and appropriate handling of difficult situations.
  • Understand and adhere to privacy, confidentiality, security, safety, and infection-control policies related to protected health information and other sensitive information.
  • Be accountable for improving department or unit quality metrics and meeting organizational and departmental targets.
  • Demonstrate flexibility in modifying tasks and workflows within assigned duties.
Responsibilities
  • Represent the practice administrative team as its public face and support practice operations, customer-service recovery, and intervention efforts in collaboration with administrative, clinical, and management teams.
  • Maintain routine clerical operations and communications, including CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, filing, authorizations, and billing.
  • Facilitate accurate information flow among patients, medical staff, hospital staff, and departments to support outpatient unit efficiency; work at any UCSF campus as needed and scheduled.
  • Review referral workqueues, document activity in referral records, and act as the primary contact for referring physicians and new patients.
  • Maintain electronic referral logs when used and create referral records for accurate tracking of external referrals.
  • Assign new patients to providers as appropriate, considering scheduling issues; schedule and register patients, complete intake paperwork, and follow practice guidelines and timelines.
  • Collect and verify insurance, referral, and authorization information for first appointments; ensure referral and hospital account records are created and assigned to appointments.
  • Schedule and coordinate pre-appointment tests and appointments; explain first-visit procedures and required records to patients; prepare and send new-patient packets or MyChart information; provide requested information and directions.
  • Manage patient expectations using practice-specific service and visit guidelines, seek clinical input when appropriate, and communicate schedule problems to a supervisor.
  • Obtain outside medical records, scan CDs, and pathology slides; review them for completeness and determine which physician can best evaluate the patient.
  • Prioritize new-patient scheduling based on diagnosis and treatment status; coordinate screening, clinical trials, consultations, and care with research personnel, physicians, and other departments.
  • Explain care coordination after new-patient visits, including clinical trials, testing, surgery, and services from other departments or external providers.
  • Coordinate outpatient and inpatient surgical scheduling within clinically appropriate time frames and communicate with patients, physicians, and hospital staff about surgical services.
  • Coordinate surgical activities with clinical and academic staff; process hospital admission forms; schedule pre-surgical tests and appointments; secure resources and equipment.
  • Coordinate operating-room time outside designated blocks and help optimize operating-room, surgical-robot, and complex joint-case utilization.
  • Coordinate pre-operative anesthesia appointments, testing, authorization coding, surgery scheduling in Op-Time, admissions, discharges, hospital reservations, study-patient authorizations, transfers, and urgent surgical planning.
  • Confirm medical information in APeX and ensure compliance with hospital policies and procedures.
  • Secure surgical authorizations, coordinate with Hospital Admissions, confirm post-surgery procedures with surgeons, and follow up with insurers to amend authorizations; liaise with procedure billing teams regarding authorization and treatment changes.
  • Review outside studies and pathology to confirm diagnoses before treatment and ensure timely, appropriate communication and documentation with patients and physicians.
  • Obtain consent for cosmetic services, identify applicable cases, explain pricing guidelines, quote prices, coordinate payment, analyze pricing, and support growth of elective cosmetic services through customer service and sales.
  • Arrange post-surgical appointments and testing, including home care, physical therapy, durable medical equipment paperwork, and workers’ compensation paperwork as needed.
  • Perform assigned cash collection and deposit functions in accordance with policy; explain administrative and financial policies, answer patient account questions, and refer patients to appropriate support departments.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services; communicate clinical information to insurers.
  • Use CPT, ICD-9, and ICD-10 codes for scheduling and authorization; monitor open charts and encounters and support timely documentation for revenue-cycle workflows.
  • Work RFI workqueues to obtain information for billing or respond to denials, including retroactive authorizations, clinical documentation, and amended authorizations with added CPT codes.
  • Secure authorizations for procedures, specialty visits, ancillary testing, durable medical equipment, and medications.
  • Secure and track complex authorizations for services, medications, and testing, including renewals based on insurer time or service limits.
  • Use HCPC codes, locate appropriate authorization codes, interpret insurance benefit packages including pharmacy and mental-health carve-outs, and direct authorization requests accordingly.
  • Review monthly denial reports, initiate retroactive authorizations, identify denial trends, and work with practice teams and supervisors to improve workflows.
  • Compile and analyze revenue-cycle data, including charges, payments, and visit volume, and create Microsoft Excel reports.
  • Coach staff on complex authorization requests; address billing complaints; track complaint patterns and identify opportunities for staff and provider coaching and education.
  • Explain managed care to patients and help staff understand plan-specific requirements; review upcoming visits for eligibility and coordinate transitions to other primary-care practices with social workers and clinical teams.
  • Provide insurance information and updates to staff, contribute updates to practice newsletters, and use reports to review cash-collection barriers and improve collection rates.
  • Greet patients, determine and collect copayments and account payments, register patients promptly, and support practice flow and delay-reduction initiatives.
  • Communicate confidentially and professionally with patients; maintain the reception area; intervene when patients experience long waits or inadequate service; and assist patients with check-in kiosks.
  • Perform front-office functions including registration, referrals, authorization coordination, cash deposits, durable medical equipment oversight, and scheduling; act as a Care Support Assistant for the DSRIP-funded clinical team when assigned.
  • Develop front-desk productivity reports with management, identify improvement opportunities, and assist with staff coaching and workflow enhancement.
  • Create provider Cadence schedule templates, account for access when constructing templates, generate rescheduling reports, and coordinate timely rescheduling with the administrative team.
  • Schedule established-patient appointments in APeX, coordinate appointments across providers, explain practice policies, answer schedule questions, and support other practices and ancillary administrative staff.
  • Follow provider productivity standards and schedule the appropriate appointment types; screen telephone calls for emergencies and route messages, same-day requests, and refill requests appropriately.
  • Use legacy systems and APeX to retrieve patient data; follow up on missed appointments; cover APeX in-baskets and phone messages; adjust priorities and notify clinical staff as needed.
  • Provide administrative support for patient care, including patient letters, educational materials, lab results, procedures, and tests with appropriate patient instructions.
  • Collaborate with clinical staff to resolve patient needs, urgent requests, same-day appointments, and care-coordination issues; escalate urgent needs and complaints appropriately.
  • Coordinate complex patient-care activities, including appointments and testing, genetic testing, home care, physical therapy, durable medical equipment, disability paperwork, and workers’ compensation paperwork.
  • Track patients with parallel care pathways and coordinate appointments at clinical milestones; maintain APeX patient lists or Excel spreadsheets as needed.
  • Book radiology appointments in radiology scheduling software, ensuring accurate exam types, locations, and insurance restrictions.
  • Identify referral problems, report them to management with proposed solutions, and develop and review referral-management reports.
  • Maintain open-access schedules to support Patient-Centered Medical Home standards.
  • Perform applicable APeX patient-care-coordinator functions, including referral entry, authorization information, CRM message updates and conversion to telephone encounters, telephone encounter documentation and routing, workqueue management, MyChart communications, SmartPhrase templates, patient letters, outside test results, kiosk support, lab order-class changes, and complex appointment scheduling.
  • Support daily appointment access under Patient-Centered Medical Home standards and coordinate appointments at another site or within adult or pediatric urgent care when the practice has no availability.
  • Respond to patient calls and online appointment requests using EPIC Cadence and CRM; document calls accurately, convert CRM messages to telephone encounters, and follow phone-bank protocols for urgent or emergent symptoms.
  • Prepare charts, file patient information, track and return incoming slides, films, and reports, and scan and import records into APeX.
  • Participate in team meetings, training, performance-improvement projects, and customer-service initiatives; bring training information back to the practice and apply it.
  • Fill in for coworkers to address workload, vacation, or sick-leave coverage; maintain provider calendars; support whole-patient care and continuity in primary care.
  • Provide individual and team training for new hires and new initiatives; facilitate float coverage; contribute documentation to the Patient-Centered Medical Home application workgroup.
  • Report equipment malfunctions, follow ergonomic and infection-control practices, serve as practice deputy for life-safety activities, and help lead drills.
  • Respond promptly and courteously to inquiries, handle front-line complaints, obtain information to resolve inquiries, notify providers of delays, communicate delays to front-office staff and waiting patients, and suggest operational improvements.
  • Lead by example in professional conduct and patient interactions, seek ways to improve patient convenience, use service-recovery amenities, and contribute to a patient-focused environment.
  • Resolve escalated day-to-day operational issues; advise management and lead process-improvement initiatives; act as a resource for designated functions such as APeX SuperUser; provide staff performance feedback; and support staff through orientation, training, and oversight.
  • Keep work areas orderly, remove or report broken equipment and furniture, dispose of litter, post materials only in designated areas, report unsafe conditions, and protect the facility and equipment from damage or theft.
  • Perform other duties as assigned, including other clerical duties.
Desired Qualifications
  • Experience in health care, including medical, dental, or veterinary settings, in patient scheduling, insurance verification, medical-record data abstraction, or patient financial services.
  • Prior experience with appointment, ancillary-service, or surgical scheduling, or a combination of these.
  • Spanish, Cantonese, or Russian bilingual or multilingual capability.
  • Prior experience with EPIC.

About the company

UC San Francisco is a public research university in San Francisco focused solely on health sciences, combining professional education with biomedical research and patient care. Its schools of dentistry, medicine, nursing and pharmacy train clinicians and scientists, while teams investigate cancer, immunology, genomics and neuroscience. UCSF Medical Center and Benioff Children's Hospitals connect clinical care with faculty research and training, and university clinics serve patients across Northern California. Founded in 1864, UCSF is the University of California campus dedicated to graduate and professional education and biomedical research, based in San Francisco.

Company Size

10,001+

Company Stage

N/A

Total Funding

N/A

Headquarters

N/A

Founded

1864

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