U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 3

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours
Full-timeEmeryville, CA, USA$34.31 - $49.14In-person

About the Job

Requirements

  • High school graduation or equivalent with four years of related experience, a college degree with six months of related experience, or an equivalent combination of education and experience.
  • Successfully pass fingerprinting protocol and be approved as a cash collector if applicable.
  • Have strong computer and basic keyboarding skills, with experience using 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 use good judgment independently, including under deadline pressure.
  • Demonstrate customer service and communication skills over the telephone and in person.
  • Have basic math skills and the ability to work effectively with a wide variety of individuals and sensitively with patients.
  • Demonstrate organizational, problem-solving, administrative, and office coordination skills.
  • Have strong writing skills, including composing, editing, and proofreading a wide variety of documents.
  • Demonstrate knowledge of medical practice terminology.
  • Within six months of the start date and after training, complete the supervisor's applicable proficiency checklist, covering assigned functions such as surgery scheduling, work queues, outside test results, CRM messaging and calls, telephone encounters, MyChart routing and scheduling, letters, pools, patient lookup, check-in and check-out, comments, quick notes, and scanning.
  • Demonstrate experience in health care in patient scheduling, insurance verification, medical record data abstraction, or patient financial services; experience may be in medical, dental, or veterinary care.
  • Have prior experience with appointment, ancillary service, or surgical scheduling, or a combination of these.
  • Have prior experience with EPIC.

Responsibilities

  • Represent the practice's administrative team as its public face and work with administrative, clinical, and management teams to support operations and customer service recovery.
  • Maintain routine clerical operations and communications, including CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, scheduling, filing, authorizations, and billing.
  • Work at any UCSF campus as needed and scheduled; make a difference in an outpatient care unit by providing customer service and ensuring accurate information flow among medical staff, hospital staff, and departments.
  • Review referral work queues daily, document activities in referral records, act as the 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, schedule and register them by telephone or in person, complete intake paperwork, follow practice guidelines and timelines, and communicate scheduling problems to the supervisor.
  • Collect and verify insurance and referral or authorization information for first appointments, and ensure referral and Hospital Accounts Records are created and assigned to appointments.
  • Schedule and coordinate pre-appointment tests or appointments; explain first-visit procedures and records patients should bring or send; prepare and send new-patient packets; provide directions and practice-specific instructions; seek clinical input when appropriate.
  • Secure outside medical records, scan CDs, and pathology slides; review completeness and determine which physician can best evaluate the patient.
  • Prioritize new-patient scheduling according to diagnosis and treatment status, and coordinate clinical-trial screening and consultations with research personnel, physicians, and other departments.
  • When appropriate, meet with patients after visits to explain coordination of care, clinical trials, testing, surgery, and care with other departments or external providers.
  • Coordinate outpatient and inpatient surgeries within clinically appropriate timeframes; communicate with patients, physicians, hospital staff, and academic staff; process admission forms; schedule presurgical tests; secure resources and equipment; and coordinate operating-room time, surgical robots, and complex joint cases.
  • Coordinate preoperative anesthesia appointments, testing, authorization coding, surgery scheduling in Op-Time, hospital reservations, transfers, discharges, and urgent authorizations for study patients and other complex cases.
  • Confirm medical information in APeX, secure surgical authorizations, coordinate with Hospital Admissions, update authorizations and TARs after changes to procedures, and liaise with procedure billing teams.
  • Ensure diagnosis confirmation and timely communication and documentation through review of outside studies and pathology, in accordance with Medical Center bylaws and regulations.
  • Coordinate cosmetic-service consent, identify cases, apply pricing guidelines, quote prices, coordinate payment, and review pricing to keep it competitive and support elective cosmetic services.
  • Arrange postsurgical appointments and testing, including home care, physical therapy, durable medical equipment, and workers' compensation paperwork as needed.
  • Perform assigned cash collection and deposits; explain administrative and financial policies; answer account questions and refer patients to appropriate support departments; obtain and document insurance authorizations and communicate clinical information to insurers.
  • Work with CPT, ICD-9, and ICD-10 codes for scheduling and authorization, and confirm accurate medical information in APeX.
  • Monitor providers' open charts and encounters and help complete documentation on time; work RFI queues to obtain information for billing or respond to denials, including retroactive authorizations and add-on CPT codes.
  • Secure authorizations for procedures, specialty visits, ancillary testing, durable medical equipment, and medications; coordinate with Hospital Admissions as needed.
  • Secure complex authorizations and track renewals; use HCPC codes for authorization requests; interpret insurance benefit packages and managed-care requirements; and direct authorization requests accordingly.
  • Review monthly 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, oversee and coach staff on complex authorization requests, address billing complaints, and track complaint patterns for staff and provider coaching.
  • Review 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 on insurance questions and updates, share updates with the administrative team, and contribute newsletter announcements.
  • As practice Super User, produce reports and review cash-collection barriers with staff to improve collection rates.
  • Greet and register patients, collect copays and account payments, maintain patient flow and reception-area readiness, address long waits or service issues, and help patients use the check-in kiosk.
  • Develop 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, and generate reschedule reports to support timely patient rescheduling.
  • Schedule established-patient appointments in APeX, coordinate appointments with multiple providers, explain practice policies, answer schedule questions, and support other practices and ancillary administrative staff.
  • Use APeX and legacy systems to retrieve patient data, follow up on missed appointments, cover in-baskets and phone messages, and adjust priorities for practice operations.
  • Provide administrative support for patient care, including sending letters, educational materials, and test results; schedule procedures and tests; coordinate urgent and same-day needs with clinical staff; resolve patient complaints; and maintain filing and scanning.
  • Recognize clinical symptoms and escalation levels, take appropriate action or obtain immediate clinical intervention, and de-escalate difficult encounters with medication-dependent patients while seeking support when needed.
  • Coordinate complex patient care, appointments, testing, home care, physical therapy, durable medical equipment, disability paperwork, and workers' compensation documentation.
  • Track patients on parallel care pathways and coordinate appointments at critical points, using APeX lists or Excel spreadsheets as needed.
  • Book radiology appointments in radiology scheduling software, ensuring exam type, location, and insurance restrictions are accurate.
  • Identify referral problems, recommend solutions, develop and review referral-management reports, and maintain open-access schedules to support Patient-Centered Medical Home standards.
  • Perform assigned APeX patient-care-coordinator functions, including entering referrals and authorization information, managing telephone encounters, using work queues, sending MyChart communications, creating SmartPhrase templates and patient letters, entering outside test results, and troubleshooting kiosk issues.
  • Modify lab order classes, perform complex appointment scheduling for ancillary and subspecialty services, and coordinate alternative-site or urgent-care appointments when practice access is unavailable.
  • Answer patient calls, use EPIC Cadence to schedule appointments, document calls in EPIC telephone encounters, respond to online appointment requests, and use phone-bank protocols to escalate urgent or emergent symptoms to clinicians.
  • 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 follow HIPAA, privacy, safety, infection-control, Medical Center, Ambulatory Services, 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 cover coworkers' workloads or absences as assigned.
  • Maintain provider calendars; support primary-care delivery under the Patient-Centered Medical Home model, including in-reach, outreach, referral follow-up, and continuity of care; and provide one-to-one and team training for new hires and new procedures.
  • Facilitate float coverage and contribute documentation to the Patient-Centered Medical Home application workgroup as assigned.
  • Report malfunctioning equipment, follow ergonomic recommendations, and comply with infection-control policies.
  • Serve as practice deputy for life-safety activities and help lead drills when assigned.
  • Respond to patient and internal inquiries, handle frontline complaints with supervisor or director support, obtain information to address inquiries, notify providers about delays, communicate delays to front-office staff, and make waiting-room announcements when delays exceed 30 minutes.
  • Identify and suggest improvements to clinic operations, model professional conduct, seek ways to improve patient convenience, use service-recovery amenities, and contribute to a patient-focused environment.
  • Resolve escalated day-to-day operational issues, advise management and lead process-improvement actions, serve as a resource for designated functions such as APeX Super User, provide staff performance feedback, and support staff orientation, training, and oversight.
  • Follow UCSF service-excellence standards in patient and staff communications, including greetings, introductions, service recovery, expectation management, phone and electronic communication, teamwork, and cultural sensitivity.
  • Use effective communication and telephone etiquette; escort patients or family members needing directions; demonstrate cultural sensitivity and professionalism in difficult interactions; and protect confidential and sensitive information.
  • Follow safety and infection-control policies and assume accountability for improving departmental quality metrics and meeting targets.
  • Keep work areas neat and orderly, follow cleaning processes, report damaged equipment or unsafe conditions, dispose of litter, post materials only in designated areas, and protect facilities and equipment.
  • Adapt tasks and workflows as assigned, perform other duties, and complete other clerical duties as assigned.

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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