U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 3

Full-TimeUpdated on 10/23/2026
$36.03 - $51.60
Mid
Bachelor's
San Francisco, CA, USA
In PersonRequired to work and travel between multiple UCSF sites as operationally needed.
Medical, Clinical & VeterinaryClinical Support & Patient Administration

About the job

Requirements
  • A high school diploma or equivalent with four years of related experience, a college degree with six months of related experience, or an equivalent combination of education and experience is required.
  • The employee must pass fingerprinting protocol and be approved to serve as a cash collector if applicable.
  • Strong computer skills, including basic keyboarding, and experience with at least two office software programs such as Outlook, Word, or Excel are required.
  • The employee must be able to navigate multiple patient record systems and sit at a computer terminal with telephone headphones for extended periods.
  • The role requires regular support across multiple locations and travel between sites as operational needs require.
  • The employee must be able to analyze situations, prioritize work, develop solutions, and make recommendations.
  • The employee must be able to work with minimal supervision and exercise good judgment and independence under deadline pressure.
  • Excellent customer service, communication, and interpersonal skills are required, both by telephone and in person.
  • Basic math skills are required.
  • The employee must be able to work with a wide variety of individuals and deal sensitively and effectively with patients.
  • Strong organizational, problem-solving, and writing skills are required, including the ability to compose, edit, and proofread a wide variety of documents.
  • Demonstrated administrative and office coordination skills and knowledge of medical practice terminology are required.
  • Within six months of starting, the employee must complete applicable proficiency training and assessment in referral entry and workqueues, surgery scheduling, workqueues, outside test results, CRM messaging and second calls, telephone encounters, MyChart messaging and requests, letters, patient lookup, check-in and check-out, comment fields, quick notes, and scanning.
  • Demonstrated experience in healthcare, including patient scheduling, insurance verification, medical record data abstraction, or patient financial services, is preferred.
  • Prior experience with appointments, ancillary service scheduling, surgical scheduling, or a combination of these is preferred.
  • Bilingual or multilingual ability in Spanish, Cantonese, or Russian is strongly preferred.
  • Prior experience with EPIC is preferred.
Responsibilities
  • Represent the practice’s administrative team as its public face and support practice operations and customer service recovery in coordination 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.
  • Provide accurate information flow between medical and hospital staff and departments to support outpatient unit efficiency.
  • Review referral workqueues daily and document activities in referral records; maintain external referral logs and create referral records as required.
  • Serve as the primary contact for referring physicians and new patients, assign new patients to providers, and schedule and register patients by telephone or in person in accordance with accuracy, performance, and timeline standards.
  • Collect and verify insurance and referral or authorization information; ensure referral and hospital account records are created and assigned to appointments.
  • Schedule and coordinate pre-appointment tests and appointments; explain appointment procedures and required records, prepare or send new-patient packets, and provide directions and practice-specific instructions.
  • Secure outside medical records, imaging discs, and pathology slides; review materials for completeness and help determine the appropriate physician for evaluation.
  • Prioritize new-patient scheduling by diagnosis and treatment status; coordinate clinical-trial and screening information with research personnel and physicians, and arrange consultations with other clinical disciplines when appropriate.
  • Coordinate care with patients after new-patient visits, including clinical trials, testing, surgery, other departments, and external providers.
  • Coordinate outpatient and inpatient surgery scheduling within clinically appropriate timeframes; communicate with patients, physicians, and hospital staff about surgical services.
  • Coordinate surgical activities with clinical and academic staff; process hospital admission forms, arrange pre-surgical tests, and secure surgery resources and equipment.
  • Coordinate operating-room time, including requests outside designated block time, and support utilization of operating rooms, surgical robots, and complex joint cases.
  • Coordinate pre-operative anesthesia appointments, testing, authorization coding, surgery scheduling in Op-Time, hospital reservations, admissions, discharges, transfers, and urgent authorizations.
  • Confirm medical information in APeX and ensure compliance with hospital policies and procedures.
  • Secure surgical authorizations and coordinate with Hospital Admissions; follow up with surgeons and insurers to amend authorizations when procedures change, and liaise with procedure billing regarding updated authorizations and treatment authorization requests.
  • Review outside studies and pathology to support confirmation of diagnoses before treatment, and ensure timely communication and documentation with patients and physicians.
  • Obtain consent for cosmetic services, explain pricing guidelines, provide quotes, coordinate payment, analyze pricing, and support customer service and sales for elective cosmetic services.
  • Arrange post-surgical appointments and testing, including home care, physical therapy, durable medical equipment, and related paperwork.
  • Perform assigned cash collection and deposit functions; explain administrative and financial policies, answer 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; support accurate medical information in APeX and compliance with hospital policies.
  • Monitor provider charts and encounters, assist with timely documentation, and work RFI workqueues to obtain information for billing or denials, including retroactive authorizations and clinical documentation.
  • Secure authorizations for procedures, specialty visits, ancillary testing, durable medical equipment, and medications, including complex requests requiring specific documentation.
  • Track complex authorization renewals and use HCPC codes, including medication J codes, when requesting authorization.
  • Interpret insurance benefits, including pharmacy and mental health carve-outs, and direct authorization requests and coordination accordingly.
  • Review denial reports, initiate retroactive authorizations, identify denial trends, and work with the practice team and supervisors to improve workflows.
  • Compile and analyze revenue-cycle data and create Microsoft Excel reports; track billing complaints and identify patterns for staff and provider coaching and education.
  • Support staff and patients with managed-care requirements and help patients transition to new primary-care practices when they are no longer eligible for current services.
  • Share insurance updates with administrative staff and in practice newsletters; as a practice SuperUser, produce reports and review cash-collection barriers with staff.
  • Greet patients, register them promptly, determine and collect copayments, maintain the reception area, assist with check-in kiosks, and address delays or service concerns.
  • Perform front-end office functions including registration, referrals, authorization coordination, cash deposits, durable medical equipment oversight, scheduling, and Care Support Assistant duties for the designated clinical team.
  • Develop and analyze front-desk productivity reports with management, identify improvement opportunities, and assist with workflow enhancements and staff coaching.
  • Create provider Cadence schedule templates, assess their effect on access, generate rescheduling reports, and coordinate timely patient rescheduling.
  • Schedule established-patient appointments using APeX and coordinate appointments across providers; explain practice policies and answer questions about provider schedules.
  • Screen calls for emergencies, route messages and requests appropriately, retrieve patient data using legacy systems and APeX, and follow up on missed appointments.
  • Cover APeX in-baskets and phone messages; adjust priorities, notify clinical staff, and provide administrative support such as patient letters, educational materials, and laboratory results.
  • Schedule procedures and tests, coordinate urgent patient requests with clinical staff, and arrange complex care needs and associated paperwork.
  • Escalate clinical symptoms appropriately and de-escalate challenging patient encounters while seeking support when needed to protect workplace safety.
  • Coordinate concierge services, referrals, imaging appointments, open-access scheduling, and patient care across parallel treatment pathways.
  • Use APeX functions to enter referrals and authorizations, update and route CRM messages and telephone encounters, work queues, send MyChart communications, create SmartPhrase templates and letters, enter outside test results, troubleshoot kiosks, modify laboratory order classes, and schedule complex appointments.
  • Support Patient-Centered Medical Home access standards by coordinating appointments at other sites or urgent care when the practice has no availability.
  • Respond to patient phone calls and online appointment requests; use EPIC Cadence to schedule appointments, document calls in EPIC CRM, convert CRM messages to telephone encounters, and involve clinicians for urgent or emergent symptoms.
  • Prepare charts, file and track patient materials, scan and import records into APeX, and maintain patient confidentiality and HIPAA compliance.
  • Participate in team meetings, training, performance-improvement projects, customer-service initiatives, and practice workflow improvements; share training information with the practice.
  • Comply with medical center procedures for infection control, safety, administrative and clinical practice, Joint Commission requirements, and Title 22.
  • Cover coworkers’ workloads and absences as assigned, maintain provider calendars, and support continuity of care in primary-care settings.
  • Train new hires and staff on new initiatives and procedures, facilitate float coverage, and contribute documentation to the Patient-Centered Medical Home application workgroup.
  • Report equipment malfunctions, follow ergonomic and infection-control recommendations, and serve as a practice deputy for life-safety activities and drills.
  • Respond to patient and internal inquiries, remain logged into appropriate APeX pools and in-baskets, handle front-line complaints, notify providers of delays, and communicate significant delays to front-office teams and waiting patients.
  • Lead by example in professional conduct, suggest practice improvements, support patient convenience, and use service-recovery resources appropriately.
  • Resolve escalated operational issues, liaise with management on process-improvement initiatives, serve as a resource for designated functions such as APeX SuperUser, provide staff performance feedback, and support staff orientation, training, and oversight.
  • Follow UCSF Living PRIDE communication and service standards, protect patient and sensitive information, follow safety and infection-control procedures, and support department quality metrics.
  • Maintain clean and orderly work areas, dispose of litter, post materials only in designated locations, report unsafe conditions, and protect facility equipment.
  • Adapt assigned tasks and workflows as needed and perform other assigned duties.
Desired Qualifications
  • Healthcare experience in patient scheduling, insurance verification, medical record data abstraction, or patient financial services.
  • Prior experience with appointments, ancillary service scheduling, or surgical scheduling.
  • Bilingual or multilingual capability in Spanish, Cantonese, or Russian.
  • 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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