U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 3

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours
Full-timeOakland, CA, USA$36.03 - $51.60

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 fingerprinting protocol and be approved to act as a cash collector if applicable.
  • Have strong computer skills, including basic keyboarding, and experience with at least two office software programs such as Outlook, Word, and Excel.
  • Demonstrate 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 independently, including under deadline pressure.
  • Demonstrate customer service and communication skills with patients and others in person and by telephone.
  • Have basic math skills and the ability to deal sensitively and effectively with a wide variety of individuals, including patients.
  • Have organizational, problem-solving, and writing skills, including composing, editing, and proofreading documents.
  • Demonstrate administrative and office coordination skills and knowledge of medical practice terminology.
  • Within six months of the start date, complete applicable proficiency checklist training in referrals and referral workqueues, surgery scheduling, workqueues, outside test results, CRM messaging, telephone encounters, MyChart routing and scheduling, letters, pools, patient lookup, check-in and check-out, comment fields, quick notes, and scanning.
  • Preferred experience in healthcare, including 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.
  • Prior experience with EPIC.
  • Bilingual or multilingual capability in Spanish, Cantonese, or Russian is strongly preferred.

Responsibilities

  • Support practice operations and customer service recovery with administrative, clinical, and management teams; maintain routine clerical operations and communications and support CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, filing, authorizations, and billing.
  • Represent the practice administrative team to patients and the public, facilitate accurate information flow among medical and hospital staff, and support unit efficiency. Work at any UCSF campus as needed and scheduled.
  • Review referral workqueues daily, document activity in referral records, and maintain external referral logs and records where applicable.
  • Serve as a primary contact for referring physicians and new patients; assign patients to providers and schedule and register patients before their first appointment, complete intake paperwork, and communicate scheduling issues to supervisors.
  • Collect and verify insurance and referral or authorization information for first appointments; create and assign referral records and Hospital Accounts Records as applicable; schedule pre-appointment tests and appointments.
  • Explain first-appointment procedures and required records to patients, prepare and send new-patient packets, provide requested information, give directions, and communicate practice-specific service guidelines.
  • Secure and review outside medical records, scans, and pathology slides for completeness, and determine which physician can best evaluate the patient.
  • Prioritize new-patient scheduling based on diagnosis and treatment status; coordinate treatment options, clinical-trial screening, consultations across clinical disciplines, and care coordination with research staff and physicians.
  • At appropriate new-patient visits, explain care coordination involving clinical trials, testing, surgical procedures, other departments, and external providers.
  • Coordinate outpatient and inpatient surgeries within clinically appropriate time frames; communicate with patients, physicians, hospital staff, and academic staff about surgical activities.
  • Process hospital admission forms, schedule pre-surgical tests and appointments, secure resources and equipment, and coordinate operating-room time, 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 as needed.
  • Confirm the accuracy and availability of 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, amend authorizations with insurers, and liaise with procedure billing teams on authorization or TAR changes.
  • Review outside studies and pathology to confirm diagnoses before treatment and ensure timely communication and documentation with patients and physicians.
  • Obtain surgical consent for cosmetic services, identify applicable cases, explain cosmetic pricing, provide quotes, coordinate payment, review pricing competitiveness, 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 deposits in compliance with policy; explain administrative and financial policies and direct patients to appropriate support departments when needed.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services; communicate clinical information from records to insurers.
  • Use CPT, ICD-9, and ICD-10 codes for scheduling and authorization; work RFI workqueues to support accurate billing and respond to denials with retro authorizations, clinical documentation, or amended authorizations.
  • Monitor provider open charts and encounters and support timely completion of encounter documentation for revenue-cycle workflows.
  • Assist with complex durable medical equipment and medication authorizations, including new medications and refills.
  • Secure and track complex authorizations and renewals; use HCPC codes to locate codes for authorization requests; interpret insurance benefits and coordinate services based on plan requirements.
  • Review monthly denial reports, initiate retro authorizations, identify denial trends, and work with practice teams and supervisors to improve workflows and reduce denials.
  • Compile and analyze revenue-cycle data and create reports in Microsoft Excel; track billing complaints and identify patterns for staff and provider coaching and education.
  • Review upcoming visits for 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, communicate updates to staff, and draft newsletter announcements.
  • As practice SuperUser, produce reports and review cash-collection barriers with staff to improve collection rates.
  • Greet and welcome patients, determine and collect copays and account payments, register patients promptly, support clinic flow, communicate confidentially, maintain the reception area, intervene when patients experience delays, and promote kiosk use.
  • Perform front-end office functions including registration, referrals, authorizations, deposits, durable medical equipment oversight, scheduling, and assigned Care Support Assistant duties.
  • Develop and analyze front-desk productivity reports with management, identify opportunities to improve productivity and payer-plan capture, and support staff coaching and workflow improvements.
  • Create provider Cadence schedule templates, ensure templates support accessible and user-friendly clinic scheduling, generate reschedule reports, and coordinate timely rescheduling.
  • Schedule established-patient appointments using APeX, coordinate appointments among providers, explain practice policies, answer schedule questions, and support other practices and administrative staff.
  • Screen telephone calls for emergencies, route messages and requests appropriately, retrieve patient data using legacy systems and APeX, follow up on missed appointments, and cover in-baskets and messages when colleagues are absent.
  • Provide administrative support for patient care, including letters, educational materials, test results, procedures, and tests; collaborate with clinical staff to resolve patient needs and urgent appointment requests.
  • Escalate clinical symptoms appropriately, de-escalate difficult encounters, seek support when needed, and protect workplace safety.
  • Coordinate complex patient care, including appointments, testing, genetic testing, home care, physical therapy, durable medical equipment, disability paperwork, and Workers’ Compensation paperwork.
  • Track patients with parallel care pathways and coordinate timely follow-up appointments with clinical providers; maintain APeX lists or Excel spreadsheets as needed.
  • Book radiology appointments in radiology scheduling software while ensuring exam type, location, and insurance restrictions are accurate.
  • Identify referral problems, recommend solutions, produce referral-management reports, and update management on referral issues.
  • Maintain Open Access schedules to support Patient-Centered Medical Home standards, including direct-access scheduling when applicable.
  • Perform applicable APeX Patient Care Coordinator functions, including referrals, authorizations, CRM messages, telephone encounters, workqueues, MyChart communications, SmartPhrase templates, patient letters, outside test results, kiosk troubleshooting, lab order-class changes, and advanced appointment scheduling.
  • Support Patient-Centered Medical Home guidelines by helping ensure daily appointment access and coordinating appointments at other sites or urgent care when needed.
  • 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 when urgent or emergent symptoms arise.
  • Prepare charts, track and return patient records and diagnostic materials, scan and import records into APeX, and maintain confidentiality and HIPAA compliance.
  • Attend training, bring relevant information back to the practice, participate in improvement projects, and work with supervisors and coworkers to improve procedures and administrative systems.
  • Comply with infection-control, safety, administrative, and clinical procedures, including applicable Joint Commission and Title 22 requirements; cover colleagues’ workloads and absences as assigned.
  • Maintain provider calendars and, in primary-care settings, support whole-patient care, referrals, in-reach, outreach, follow-up, forms, and continuity of care.
  • Provide individual and team training for new hires and new initiatives, facilitate float coverage, and contribute documentation to Patient-Centered Medical Home workgroups.
  • Report malfunctioning equipment, follow ergonomic and infection-control recommendations, and serve as practice deputy for life-safety activities and drills.
  • Respond to patient and internal or external inquiries, handle front-line complaints with supervisory support, 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, support patient convenience and service recovery, and contribute to a patient-focused environment.
  • Resolve escalated day-to-day operational issues, liaise with management on process improvements, act 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, communication and telephone practices, patient privacy and security requirements, safety and infection-control procedures, and organizational quality targets.
  • Maintain clean, orderly work areas; dispose of litter; post materials only in designated areas; report unsafe conditions; and protect facilities and equipment.
  • Adapt to workflow changes and perform other assigned clerical and related duties.

Desired Qualifications

  • Demonstrated healthcare experience 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.
  • Prior experience with EPIC.

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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