U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 3

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours
Full-timeSan Francisco, CA, USA$34.31 - $49.14

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.
  • Pass fingerprinting protocol and, if applicable, be approved as a cash collector.
  • Strong computer and basic keyboarding skills, experience with at least two office software programs such as Outlook, Word, or Excel, and ability to navigate multiple patient record systems.
  • Ability to sit at a computer terminal with telephone headphones for extended periods.
  • Ability to analyze and prioritize situations, develop solutions, and make recommendations.
  • Ability to work with minimal supervision, use good judgment, and work independently under deadline pressure.
  • Customer service and communication/interpersonal skills in telephone and in-person interactions, including the ability to deal sensitively and effectively with patients and a wide variety of individuals.
  • Basic mathematics skills.
  • Strong organizational, problem-solving, and writing skills, including composing, editing, and proofreading a wide variety of documents.
  • Administrative and office coordination skills and knowledge of medical practice terminology.
  • Within six months of starting, complete applicable proficiency checklist areas following training: incoming referral entry and referral workqueues; surgery scheduling; applicable workqueues; entering and editing outside test results; CRM messaging and second calls; telephone encounters; open encounters; staff and new messages; routing MyChart patient advice requests; patient scheduling in MyChart; letters and pools; patient lookup; check-in and check-out; comment fields; quick notes; and scanning.
  • Preferred experience in health care, including medical, dental, or veterinary settings, in 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.
  • Bilingual or multilingual capability in Spanish, Cantonese, or Russian is strongly preferred.
  • Prior experience with EPIC.

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.
  • Work at any UCSF campus as needed and scheduled.
  • Review referral workqueues daily and document activities in referral records; act as the primary contact for referring physicians and new patients; maintain any required external referral log and create referral records for tracking.
  • Assign new patients to providers as required, schedule and register patients, complete intake paperwork, follow practice guidelines and timelines, and communicate scheduling problems to the supervisor.
  • Collect and verify insurance and referral/authorization information for first appointments, ensuring referral records and Hospital Accounts Records are created and assigned to appointments.
  • Schedule and coordinate pre-appointment tests and appointments; explain appointment procedures and required records to patients; prepare and send new-patient packets through mail or MyChart; provide directions and practice-specific information; seek clinical input when appropriate.
  • Secure outside medical records, scan CDs, and pathology slides, review materials for completeness, and determine which physician can best evaluate the patient.
  • Prioritize new-patient scheduling based on diagnosis and treatment status; coordinate screening for treatment options, clinical trials, and consultations with other clinical disciplines and departments.
  • 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 surgery scheduling, pre-surgical tests and appointments, hospital admission forms, resources and equipment, operating-room time, surgical cases involving multiple surgeons or services, anesthesia appointments, admissions, discharges, transfers, and related authorizations.
  • Confirm availability and accuracy of medical information in APeX and compliance with hospital policies; secure surgical authorizations and coordinate with Hospital Admissions; follow up with insurers on authorization amendments and liaise with procedure billing regarding authorizations and treatment authorization requests.
  • Ensure required diagnosis confirmation and timely communication and documentation with patients and physicians in accordance with Medical Center bylaws and regulations.
  • Obtain surgical consent for cosmetic services, explain pricing guidelines, quote prices, coordinate payment, review pricing structures, and support customer service and sales for elective cosmetic services.
  • Arrange post-surgical appointments and testing, including home care, physical therapy, durable medical equipment paperwork, and workers’ compensation paperwork as needed.
  • Perform cash collection and deposit functions as assigned; explain administrative and financial policies to patients and direct them to appropriate support departments when needed.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services; communicate clinical information to insurance companies; use CPT, ICD-9, ICD-10, and HCPC codes for authorization tasks.
  • Monitor providers’ open charts and encounters and assist with timely documentation for revenue-cycle workflows; work RFI queues to support billing submissions and denial responses; secure procedure, specialty-visit, ancillary-testing, DME, and medication authorizations.
  • Track complex authorizations and renewals; interpret insurance benefits, including pharmacy and mental-health carve-outs; review denial reports and initiate retroactive authorizations; identify denial trends and implement workflow improvements with the practice team and supervisors.
  • Compile and analyze revenue-cycle data and create reports in Microsoft Excel; oversee and coach staff on complex authorizations; address billing complaints and track patterns for staff and provider coaching; support staff with managed-care requirements and patient explanations.
  • Review upcoming visits for patient eligibility and help transition ineligible patients to new primary care practices in collaboration with social workers and clinical teams.
  • Serve as a department resource for insurance questions and updates, review updates with the administrative team, and contribute announcements to practice newsletters.
  • Produce reports as an APeX SuperUser and review cash-collection barriers with staff.
  • Greet patients, determine and collect co-payments, register patients promptly, maintain practice flow, communicate confidentially and professionally, maintain reception-area readiness, monitor waiting areas, intervene when service is delayed, and assist patients with check-in kiosks.
  • Perform registration and front-desk duties, referral processing, authorization coordination and review, cash deposits, DME oversight, and scheduling; serve as a Care Support Assistant for the DSRIP-funded clinical team where assigned.
  • Develop and analyze front-desk productivity reports with management, identify productivity improvements, and assist with staff coaching and workflow enhancement.
  • Create provider Cadence schedule templates, ensure templates support access and usability, generate rescheduling reports, and coordinate timely patient rescheduling.
  • Schedule established patient appointments using APeX; coordinate appointments with multiple providers; discuss practice policies; answer questions about provider schedules; schedule appropriate appointment types; screen calls and route emergencies, same-day requests, and refills; retrieve patient data; follow up on missed appointments; cover in-baskets and phone messages; and provide administrative support to providers.
  • Schedule procedures and tests and provide patient instructions; collaborate with clinical staff to solve patient needs, route urgent needs, and resolve patient complaints with practice leadership.
  • Coordinate complex patient-care activities, including appointments, tests, genetic testing, home care, physical therapy, durable medical equipment, disability paperwork, and workers’ compensation paperwork.
  • Track patients with parallel care pathways and coordinate timely visits with relevant physicians and treatment teams; maintain patient lists or spreadsheets as needed.
  • Book radiology appointments directly in radiology scheduling software, ensuring exam type, location, and insurance accuracy; identify referral problems and report proposed solutions; develop referral-management reports; and maintain open-access schedules to support Patient-Centered Medical Home standards.
  • Perform applicable APeX patient-care coordination functions, including referrals and authorization information, CRM messages and telephone encounters, workqueues, MyChart communications, SmartPhrase templates, patient letters, outside test results, kiosk troubleshooting, lab order-class changes, advanced scheduling, and arranging access at another site or urgent care when needed.
  • Respond to patient calls and online appointment requests using EPIC Cadence, document calls in EPIC CRM, convert CRM messages to telephone encounters, and use phone-bank protocols to identify urgent or emergent symptoms requiring clinician involvement.
  • Prepare charts; file, track, and return patient materials; scan and import records into APeX; maintain patient confidentiality and follow HIPAA requirements.
  • Participate in team meetings, training, performance-improvement projects, customer-service initiatives, and practice process improvements; comply with infection-control, safety, administrative, clinical, Joint Commission, and Title 22 requirements; cover co-workers’ workloads and absences as assigned; and maintain provider calendars.
  • Support primary-care delivery using the Patient-Centered Medical Home model, including in-reach, outreach, referral follow-up, and continuity of care between visits.
  • Provide one-to-one and team training for new hires and new initiatives; facilitate float coverage; and contribute documentation to the Patient-Centered Medical Home application workgroup.
  • Report equipment malfunctions, follow ergonomic recommendations and infection-control procedures, and serve as practice deputy for life-safety activities and drills.
  • Handle patient inquiries and front-line complaints, obtain and evaluate information, notify providers about delays and service issues, communicate delays to the front office and waiting room, suggest operational improvements, and use service-recovery practices to improve patient convenience.
  • Resolve escalated day-to-day operational issues; act as a liaison to management on process-improvement initiatives; serve as a primary resource for designated functions such as APeX SuperUser; provide staff performance feedback; and support staff orientation, training, and oversight.
  • Follow UCSF service-excellence and Living PRIDE communication standards; demonstrate privacy, confidentiality, safety, and infection-control practices; and contribute to quality metrics and organizational targets.
  • Maintain clean and orderly work areas, remove or report damaged equipment and furniture, dispose of litter, post materials only in designated areas, report unsafe conditions, and protect facility property.
  • Modify assigned tasks or workflows as needed and perform other assigned clerical duties.

About the Company

UCSF

Public health sciences university in San Francisco

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
Not listed
Total funding
Not listed
Headquarters
Not listed
Founded
1864

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