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 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 work, develop solutions, and make recommendations.
  • Work with minimal supervision and use good judgment when working independently under deadline pressure.
  • Have customer service and communication/interpersonal skills for telephone and direct interactions.
  • Have basic math skills.
  • Deal with a wide variety of individuals and interact sensitively and effectively with patients.
  • Have organizational and problem-solving skills, and writing skills sufficient to compose, edit, and proofread a wide variety of documents.
  • Have administrative and office coordination skills and knowledge of medical practice terminology.
  • Within six months of start date, complete the proficiency checklist with the supervisor after training, covering applicable functions including referral entry and workqueues, surgery scheduling, workqueues, outside test results, CRM messaging, telephone encounters, MyChart routing and scheduling, letters, pools, patient lookup, check-in and check-out, comments, quick notes, and scanning.
  • Preferred experience includes healthcare (medical, dental, or veterinary) patient scheduling, insurance verification, medical record data abstraction, or patient financial services.
  • Prior appointment, ancillary service, or surgical scheduling experience, or a combination of these, is preferred.
  • Bilingual or multilingual ability, particularly Spanish, Cantonese, or Russian, is strongly preferred.
  • Prior experience with EPIC is preferred.
Responsibilities
  • Represent the practice administrative team as its public face and support practice operations and customer-service recovery 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.
  • Work at any UCSF campus as needed and scheduled.
  • Review and work referral workqueues daily and document activity in referral records; maintain electronic logs when used for external referrals and create referral records for accurate tracking.
  • Serve as the primary contact for referring physicians and new patients; assign new patients to providers while accounting for scheduling issues.
  • Schedule and register new patients by phone or in person, complete intake paperwork, follow practice guidelines and accuracy standards, and communicate scheduling problems to the supervisor.
  • Collect and verify insurance, referral, and authorization information for first appointments and ensure referral and hospital account records are created and assigned to appointments.
  • Schedule and coordinate pre-appointment tests and appointments; explain first-appointment procedures and required records to patients; prepare and send new-patient packets; and provide directions and practice-specific instructions.
  • Secure outside medical records, scan CDs, and pathology slides; review their completeness and determine which physician can best evaluate the patient.
  • Prioritize complex new-patient scheduling based on diagnosis and treatment status; communicate possible treatment and clinical-trial scheduling options; coordinate with research personnel, physicians, and other clinical disciplines to expedite care.
  • Meet with patients after visits when appropriate to explain care coordination involving clinical trials, testing, surgery, other departments, and external providers.
  • Coordinate outpatient and inpatient surgeries when assigned, including scheduling within clinically appropriate timeframes, communicating with patients, physicians, and hospital staff, arranging pre-surgical tests and resources, and coordinating operating-room time.
  • Coordinate pre-operative anesthesia appointments, testing, authorization coding, surgery scheduling in Op-Time, hospital admission and discharge planning, transfers, and urgent authorizations when applicable.
  • Confirm medical information in APeX and compliance with hospital policies; obtain surgical authorizations and coordinate with admissions, billing, surgeons, and insurers on authorization updates and procedure changes.
  • Support compliance with medical center bylaws and regulations by confirming diagnoses before treatment and coordinating timely documentation and communication about outside studies and pathology.
  • Coordinate cosmetic-service consent and pricing when assigned, including quoting prices, arranging payment, reviewing pricing, and providing customer service to support elective services.
  • Arrange post-surgical appointments and testing, home care, physical therapy, durable medical equipment paperwork, and workers' compensation paperwork when needed.
  • Collect and deposit cash as assigned; explain administrative and financial policies; answer patient-account questions and refer patients to the appropriate support departments.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services; communicate clinical information to insurers; and use CPT, ICD-9, and ICD-10 codes for scheduling and authorization.
  • Monitor provider open charts and encounters and support timely completion of documentation for revenue-cycle workflows; work RFI queues to obtain billing information and respond to denials.
  • Assist with durable medical equipment and medication authorizations, including complex requests requiring specific documentation.
  • Secure and track complex authorizations for services, medications, and testing, including renewals based on insurer limits; use HCPC codes to request authorizations and interpret insurance benefit packages to coordinate services.
  • Review monthly professional and hospital billing 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, create Microsoft Excel reports, address billing complaints, and identify complaint patterns for staff and provider coaching and education.
  • Explain managed care and plan requirements to staff and patients; review upcoming visits for eligibility and coordinate transitions to other primary care practices with social work and clinical teams.
  • Serve as a department resource for insurance questions and updates, share updates with the administrative team, and draft practice newsletter announcements as needed.
  • As a practice SuperUser, produce reports and review cash-collection barriers with staff to improve collection rates.
  • Greet and welcome patients using AIDET standards; determine and collect co-pays or account payments; register patients promptly and support clinic flow.
  • Communicate confidentially and professionally, maintain the reception area, observe the waiting area, intervene when service is delayed, and assist patients with check-in kiosks.
  • Perform front-end office responsibilities 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 and analyze front-desk productivity reports with management, identify improvement opportunities, and assist with staff coaching and workflow improvements.
  • Create provider Cadence schedule templates, ensure templates support access and usability, generate rescheduling reports, and coordinate timely rescheduling.
  • Schedule established patient appointments in APeX, coordinate appointments across providers, explain practice procedures, answer schedule questions, and support prompt appointment access.
  • Screen calls for emergencies and route messages, urgent requests, refills, and other requests to the appropriate recipient; retrieve patient data using legacy systems and APeX; and follow up on missed appointments.
  • Cover APeX in-baskets and phone messages when team members are absent; adjust priorities and notify clinical staff; provide administrative support to providers, including patient letters, educational materials, and test results.
  • Schedule procedures and tests, collaborate with clinical staff on urgent and same-day care coordination, resolve patient complaints with supervisors, and maintain filing and scanning.
  • Recognize clinical symptoms and escalation levels, escalate or expedite care when appropriate, de-escalate challenging patient interactions, and seek support to protect workplace safety.
  • Coordinate concierge services and complex patient care, including testing, tumor block genetic testing, home care, physical therapy, durable medical equipment or disability paperwork, and workers' compensation paperwork.
  • Track patients with parallel care pathways and coordinate timely appointments with clinical providers; maintain APeX lists or Excel spreadsheets for tracking when needed.
  • Book radiology appointments in radiology scheduling software while verifying exam type, location, and insurance restrictions; identify referral problems and report issues and solutions to management.
  • Develop and review referral-management reports, track referral issues, and help maintain open-access schedules to meet Patient-Centered Medical Home standards.
  • Perform APeX patient-care-coordinator functions after applicable training, including referral entry, authorization updates, CRM messages, telephone encounters, workqueues, MyChart communications, SmartPhrase templates, patient letters, outside test results, kiosk troubleshooting, lab order-class changes, complex scheduling, and appointment access coordination.
  • 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 incoming slides, films, and reports, return materials to referring physicians, and scan and import records into APeX.
  • Maintain patient confidentiality and comply with HIPAA, infection-control, safety, administrative, clinical, Joint Commission, and Title 22 requirements.
  • Participate in team meetings, attend training, bring relevant information back to the practice, contribute to performance-improvement and customer-service initiatives, and help improve administrative systems and patient care processes.
  • Fill in for coworkers during workload surges, vacations, or sick leave; maintain provider calendars; support continuity of care and Patient-Centered Medical Home practices in primary care settings.
  • Provide individual and team training for new hires and new initiatives; facilitate float coverage; and contribute documentation to the Patient-Centered Medical Home application workgroup.
  • Report malfunctioning equipment, follow ergonomic recommendations, comply with infection-control policies, and serve as practice deputy for life-safety activities and drills.
  • Handle patient inquiries and complaints, participate in performance-improvement initiatives, notify providers of delays, advocate for patients, communicate delays to the front-office team and waiting room, and suggest clinic-operation improvements.
  • Lead by example in professional conduct, seek ways to improve patient convenience, and contribute to a patient-focused environment.
  • Resolve escalated operational issues; liaise with management and lead process-improvement actions; serve as a resource for designated functions such as APeX SuperUser; provide staff-performance feedback; and support staff orientation, training, and oversight.
  • Follow UCSF service standards, use effective communication and telephone etiquette, assist patients and families with directions, demonstrate cultural sensitivity, and model Living PRIDE standards.
  • Follow privacy, confidentiality, security, safety, and infection-control procedures; support quality metrics and departmental targets.
  • Keep work areas, hallways, and facility spaces orderly; dispose of litter; post materials only in designated areas; report unsafe conditions; and protect equipment and the physical environment.
  • Adapt tasks and workflows as duties change and perform other duties as assigned.
Desired Qualifications
  • Demonstrated healthcare experience in patient scheduling, insurance verification, medical record data abstraction, or patient financial services; healthcare experience may be in medical, dental, or veterinary settings.
  • Prior experience with appointment, ancillary service, or surgical scheduling, or a combination of these.
  • Bilingual or multilingual capability, particularly 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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