U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 3

Part-TimeUpdated on 10/23/2026
$36.03 - $51.60
Mid
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 and six months of related experience, or an equivalent combination of education and experience.
  • Successfully pass fingerprinting protocol and be approved as a cash collector.
  • 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 workloads, develop solutions, and make recommendations.
  • Work with minimal supervision and independently, including under deadline pressure.
  • Have customer service and communication/interpersonal skills for telephone and direct interactions.
  • Have basic math skills.
  • Deal effectively with a wide variety of individuals and sensitively with 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 the applicable proficiency checklist after training, covering referrals and referral workqueues, pending orders and smart sets, surgery scheduling, workqueues, outside test results, CRM messaging and calls, telephone encounters, MyChart requests and scheduling, letters, pools, patient lookup, check-in and check-out, comment fields, quick notes, and scanning.
  • Understand clinical symptoms and associated escalation levels, and know when to escalate or expedite a process for immediate clinical intervention.
  • Demonstrate customer service skills when assisting medication-dependent patients or patients exhibiting challenging behaviors, including de-escalating difficult encounters and seeking support when needed to protect workplace safety.
  • Demonstrate competency with CPT, ICD-9, ICD-10, and HCPC codes, including identifying codes for authorization requests.
  • Understand patient insurance benefit packages, including pharmacy and mental health carve-outs, and managed care requirements.
  • Be able to use applicable APeX patient care coordinator functions, workqueues, telephone encounters, smart text, MyChart administrative communications, SmartPhrase templates, patient letters, outside test results, and check-in kiosk troubleshooting.
  • Understand advanced appointment scheduling protocols for ancillary and subspecialty services, including authorization requirements.
  • Be able to create provider Cadence schedule templates, understand their effect on access, generate reschedule reports, and help coordinate timely rescheduling.
  • Be able to use radiology scheduling software to book appointments accurately, including exam type, location, and insurance restrictions.
  • Adhere to patient confidentiality and HIPAA requirements, including handling protected health information and distributing Notices of Privacy Practices.
  • Comply with infection control, safety, administrative, and clinical practice procedures and applicable Joint Commission and Title 22 requirements.
  • Demonstrate professional conduct, patient sensitivity, proper telephone etiquette, cultural sensitivity, teamwork, and adherence to UCSF Living PRIDE service standards.
Responsibilities
  • Represent the practice administrative team as a public-facing contact and support practice operations, customer service recovery, and 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, document referral activity, and serve as a primary contact for referring physicians and new patients.
  • Maintain external referral logs when applicable and create referral records for accurate tracking.
  • Assign new patients to providers based on scheduling requirements; schedule and register patients, complete intake paperwork, and communicate schedule problems to supervisors.
  • Collect and verify insurance and referral/authorization information 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, provide directions, and send new patient packets or information through MyChart.
  • Secure outside medical records, imaging CDs, and pathology slides; review materials for completeness and determine the appropriate physician for evaluation.
  • Prioritize complex new-patient scheduling based on diagnosis and treatment status, and coordinate clinical trials, screening, consultations, and care across departments.
  • Coordinate outpatient and inpatient surgeries, pre-surgical testing, admission forms, operating room time, equipment, and communication among patients, physicians, and hospital staff.
  • Coordinate pre-operative anesthesia appointments, authorizations, surgery scheduling, hospital reservations, transfers, and post-transfer urgent authorizations.
  • Confirm medical information in APeX, secure procedure authorizations, coordinate with Hospital Admissions, and update authorizations for procedures performed or changed during surgery.
  • Coordinate cosmetic-service consent, price quotes, and payments, and maintain competitive pricing information.
  • Arrange post-surgical appointments, testing, home care, physical therapy, durable medical equipment paperwork, and other follow-up paperwork.
  • Perform cash collection and deposits, explain financial policies, answer account questions, and refer patients to appropriate support departments when needed.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services, communicating relevant clinical information to insurers.
  • Monitor provider charts and encounters, support timely documentation, respond to billing information requests and denials, and assist with complex durable medical equipment and medication authorizations.
  • Track and renew complex authorizations, review denial reports, initiate retroactive authorizations, identify denial trends, and improve workflows with the practice team and supervisors.
  • Compile and analyze revenue-cycle data and create reports in Microsoft Excel; coach staff on complex authorization requests and address billing complaints.
  • Review patient eligibility, help transition ineligible patients to new primary care practices, provide insurance updates to staff, and report on cash-collection barriers.
  • Perform front desk registration, referral processing, authorization coordination, cash deposits, durable medical equipment oversight, and scheduling; develop productivity reports and support workflow improvements.
  • Create and maintain Cadence provider schedule templates and reschedule reports to support patient access.
  • Schedule established patient appointments, coordinate multiple-provider appointments, answer schedule questions, triage calls, route urgent requests, and follow up on missed appointments.
  • Provide administrative support for patient care, including letters, educational materials, test results, procedures, and tests; collaborate with clinical staff on urgent and other care-coordination needs.
  • Coordinate complex patient care, testing, referrals, and services; maintain patient lists or spreadsheets for care pathways and schedule appointments at critical treatment points.
  • Identify referral problems and report solutions and referral-management trends to management; help maintain open-access schedules and patient-centered medical home standards.
  • Use EPIC Cadence and CRM to schedule appointments, document calls, convert CRM messages to telephone encounters, respond to online appointment requests, and follow phone-bank protocols for escalation of urgent symptoms.
  • Prepare charts, file and track patient records and outside materials, return records to referring physicians, and scan and import documents into APeX.
  • Maintain confidentiality of medical records, participate in meetings and performance-improvement projects, attend training, and help improve administrative systems and patient-care processes.
  • Comply with medical center and ambulatory services procedures, Joint Commission and Title 22 requirements, and infection-control and safety practices.
  • Cover coworkers' workload, vacation, or sick-leave openings as assigned; maintain provider calendars and assist with primary-care patient follow-up.
  • Address escalated operational issues, serve as a liaison to management on process-improvement initiatives, and act as a primary resource for assigned functions such as APeX SuperUser.
  • Provide staff performance feedback and support staff through orientation, training, and oversight.
  • Model service standards, improve patient convenience, support service recovery, and maintain a clean, safe, orderly work environment.
  • Perform other assigned duties and clerical tasks.
Desired Qualifications
  • Experience in healthcare, including medical, dental, or veterinary settings, with patient scheduling, insurance verification, medical-record data abstraction, or patient financial services.
  • Experience with appointment, ancillary-service, or surgical scheduling.
  • 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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