U

UCSF

Public health sciences university in San Francisco

Practice Crd 3

Full-Time
$34.31 - $49.14
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.
  • Be able to analyze situations, prioritize workload, develop solutions, and make recommendations.
  • Be able to work with minimal supervision and use good judgment while working independently, including under deadline pressure.
  • Have customer service and communication/interpersonal skills for telephone and in-person interactions, and be able to deal sensitively and effectively with patients and a wide variety of individuals.
  • Have basic math skills, organizational skills, problem-solving skills, 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 the start date and after training, complete the supervisor proficiency checklist for applicable functions, including referral entry and workqueues, surgery scheduling, other workqueues, outside test result entry and editing, CRM messaging and second calls, telephone encounters, open encounters, staff and new messages, routing patient advice requests to providers through MyChart, patient scheduling through MyChart, letters, pools, patient lookup, check-in and check-out, comment fields, quick notes, and scanning.
  • Be able to work at any UCSF campus as needed and scheduled.
Responsibilities
  • Represent the administrative team as the public face of the practice 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 care-unit efficiency.
  • Review and work referral workqueues daily, documenting activity in referral records; act as the primary contact for referring physicians and new patients; maintain external referral logs and create referral records when required.
  • Assign new patients to providers as needed; 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 and Hospital Accounts Records are created and assigned to appointments.
  • Schedule pre-appointment tests and appointments; explain first-visit procedures, records, and materials patients must bring or send; prepare and mail or electronically send new-patient packets; provide requested information, directions, and instructions; and manage expectations using practice guidelines.
  • Secure outside medical records, scan CDs, and pathology slides; review them for completeness and determine which physician can best evaluate the patient.
  • Prioritize complex new-patient scheduling according to diagnosis and treatment status; inform patients about treatment options; coordinate clinical-trial screening with research personnel and physicians; and coordinate consultations with other clinical disciplines when appropriate.
  • After appropriate new-patient visits, explain coordination of care involving clinical trials, testing, surgery, other departments, and external providers.
  • Coordinate outpatient and inpatient surgeries, pre-surgical testing and appointments, anesthesia appointments, admission forms, operating-room time, equipment and resources, authorizations, and related communications with patients, physicians, hospital staff, and academic and clinical staff.
  • Coordinate complex surgical cases, including cases outside designated operating-room block time, joint cases, surgical robot utilization, patient transfers, study-protocol authorizations, post-transfer urgent authorizations, and discharge planning.
  • Confirm medical information in APeX and compliance with hospital policies; secure and update surgical authorizations and TARs; liaise with procedure billing; and ensure timely communication and documentation with patients and physicians.
  • Support cosmetic-service surgical consent, identify applicable cases, explain price guidelines, provide quotes, coordinate payment, analyze pricing, and support 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 cash collection and deposits; explain administrative and financial policies; answer patient account questions; and refer patients to financial counseling, billing, patient relations, or other support departments as appropriate.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services; communicate clinical information to insurers; work with CPT, ICD-9, and ICD-10 codes; and work RFI queues to obtain information for billing or respond to denials.
  • Monitor provider charts and encounters and support timely encounter documentation; assist with closing encounters opened in error; coordinate complex DME and medication authorizations; and coordinate with Hospital Admissions as needed.
  • Secure complex authorizations for services, medications, and testing; track renewals; use HCPC codes; interpret insurance benefits including pharmacy and mental-health carve-outs; review denial reports; initiate retro-authorizations; and identify denial trends and workflow improvements.
  • Compile and analyze revenue-cycle data and create reports in Microsoft Excel; address billing complaints; track complaint patterns; support staff and providers with coaching and education; and serve as a resource for insurance questions and updates.
  • Review upcoming visits for eligibility and support transitions to new primary-care practices with social workers and clinical teams; produce reports on cash-collection barriers and review findings with staff.
  • Greet and welcome patients, determine and collect copayments, register patients promptly, maintain reception-area readiness, observe waiting areas, intervene when service is delayed, and help patients use check-in kiosks.
  • 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, generate rescheduling reports, and coordinate timely patient rescheduling.
  • Schedule established-patient appointments using APeX; coordinate multiple-provider appointments; explain practice policies; answer schedule questions; screen calls and route emergencies, same-day appointment requests, and refill requests; use legacy systems and APeX to retrieve patient data; and follow up on missed appointments.
  • Cover APeX in-baskets and phone messages; provide administrative support to providers; schedule procedures and tests; collaborate with clinical staff to resolve patient needs and urgent requests; maintain filing and scanning; and escalate symptoms for immediate clinical intervention when appropriate.
  • De-escalate difficult patient encounters, seek support when needed, protect workplace safety, liaise with Concierge Services, coordinate complex patient-care activities, and track patients with parallel care pathways using APeX lists or Excel spreadsheets.
  • Book radiology appointments in radiology scheduling software while ensuring accurate exam types, locations, and insurance restrictions; identify referral problems and report suggested solutions; track referral issues; and maintain open-access schedules to support Patient-Centered Medical Home standards.
  • Complete 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 processing, MyChart communications, SmartPhrase templates, patient letters, outside test-result entry, kiosk troubleshooting, order-class modification, complex appointment scheduling, and coordination of appointments at other sites or urgent care when needed.
  • Respond to patient calls and online appointment requests; use EPIC Cadence to schedule appointments, document calls in EPIC CRM, convert CRM messages to telephone encounters, and follow phone-bank protocols for urgent or emergent symptoms.
  • Prepare charts; file and track patient materials; scan and import patient records into APeX; protect medical-record confidentiality and comply with HIPAA; attend required training and apply it at work; participate in team meetings, performance-improvement projects, and customer-service initiatives; and comply with infection-control, safety, administrative, clinical, Joint Commission, and Title 22 requirements.
  • Cover coworkers’ workloads and absences; maintain provider calendars; support whole-patient care and continuity of care in primary-care settings; provide individual and team training for new hires and 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 requirements, and serve as practice deputy for life-safety activities and drills.
  • Respond to patient inquiries and complaints, participate in performance-improvement initiatives, notify providers and front-office staff about delays, make waiting-room announcements when delays exceed 30 minutes, suggest operational improvements, model professional conduct, and support patient convenience and service recovery.
  • Resolve escalated day-to-day operational issues; liaise with management and lead process-improvement initiatives; serve as a resource for designated functions such as APeX SuperUser; provide feedback related to staff performance; and support staff orientation, training, and oversight.
  • Follow UCSF Living PRIDE service standards, use effective communication and telephone techniques, escort patients and families when needed, demonstrate cultural sensitivity, and model supportive interactions.
  • Protect confidential and sensitive information, follow safety and infection-control procedures, and support department quality metrics and targets.
  • Maintain orderly work areas, follow cleaning processes, report unsafe conditions and damaged equipment, post materials only in designated areas, and protect facility property.
  • Adapt tasks and workflows as assigned and perform other assigned duties, including clerical duties.
Desired Qualifications
  • Experience in healthcare, 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 language 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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