U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 2

Full-TimeUpdated on 10/23/2026
$33.52 - $47.96
Junior
Bachelor's
San Francisco, CA, USA
In Person
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 the fingerprinting protocol and be approved 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 work, develop solutions, and make recommendations.
  • Work with minimal supervision and independently, including under deadline pressure.
  • Provide excellent customer service and communication/interpersonal skills by telephone and in person.
  • Have basic math skills.
  • Deal effectively with a wide variety of individuals and sensitively with patients.
  • Have strong organizational, problem-solving, and writing skills, including composing, editing, and proofreading a wide variety of documents.
  • Demonstrate administrative and office coordination skills.
  • Demonstrate knowledge of medical practice terminology.
  • Within six months of the start date, complete a proficiency checklist with the supervisor after training in applicable functions, including referral entry and workqueues, pending orders and smart sets, surgery scheduling, workqueues, outside test results, CRM messaging, telephone encounters, MyChart patient advice routing and scheduling, letters, pools, patient lookup, check-in and check-out, comment fields, quick notes, and scanning.
Responsibilities
  • Represent the practice administrative team as its public face and support practice operations, customer service recovery, and intervention efforts.
  • Support administrative functions including CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, filing, authorizations, and billing.
  • Maintain routine clerical operations and communications and follow UCSF house and telephone standards.
  • Provide patient-focused administrative support in an outpatient care unit, ensuring accurate information flow among medical staff, hospital staff, and departments to support unit efficiency.
  • Work at any UCSF campus as needed and scheduled.
  • Review and work referral workqueues daily, documenting activities in referral records.
  • Serve as the primary contact for referring physicians and new patients; assign patients to providers as required and account for scheduling issues.
  • Schedule and register new patients by telephone or in person, complete intake paperwork, follow practice guidelines and performance standards, and communicate schedule 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 or appointments; explain first-appointment procedures and required records to patients; prepare and send new-patient packets or MyChart materials; provide requested information and directions.
  • Manage patient expectations by explaining practice-specific service and visit guidelines and 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 clinical-trial screening with research personnel and physicians, and coordinate consultations with other clinical disciplines when indicated.
  • Explain care coordination after new-patient visits, including clinical trials, testing, surgery, other departments, and external providers when appropriate.
  • Coordinate outpatient and inpatient surgeries for the surgical practice, schedule procedures within clinically appropriate timeframes, and communicate with patients, physicians, and hospital staff.
  • Coordinate surgical activities with clinical and academic staff; process admission forms, schedule presurgical tests and appointments, and secure required resources and equipment.
  • Coordinate operating-room time outside designated blocks, maximize operating-room and surgical-robot utilization, and coordinate complex joint cases involving additional surgeons or services.
  • Coordinate preoperative anesthesia appointments, testing, authorization coding, surgery scheduling in Op-Time, admissions, discharges, hospital reservations, and study-patient or transfer-related authorizations and surgical planning.
  • Confirm medical information in APeX with patients and staff and support compliance with hospital policies and procedures.
  • Secure surgical authorizations and coordinate with Hospital Admissions; confirm additional procedures with surgeons after surgery and follow up with insurers to amend authorizations; liaise with procedure billing to update authorizations or TARs for procedure changes.
  • Ensure diagnoses are confirmed before treatment through review of outside studies and pathology, and ensure timely communication and documentation with patients and physicians.
  • Coordinate consent and payment for cosmetic services, identify applicable cases, apply cosmetic pricing guidelines, quote prices, and analyze pricing to keep it competitive.
  • Arrange postsurgical appointments and testing, including home care, physical therapy, durable medical equipment paperwork, and workers’ compensation paperwork as necessary.
  • Perform assigned cash collection and deposit functions in accordance with policies and procedures.
  • Explain administrative and financial policies to patients, answer account questions, and refer patients to financial counseling, billing agents, patient relations, or other support departments as needed.
  • Obtain and document insurance authorizations for visits, referrals, procedures, and ancillary services, and communicate clinical information from records to insurers.
  • Use CPT and ICD-9/ICD-10 codes for scheduling and authorization; confirm accurate medical information in APeX and support policy compliance.
  • Monitor provider open charts and encounters and help providers complete documentation promptly to support revenue-cycle workflows.
  • Work RFI workqueues to obtain information for billing submissions or denials, including retroactive authorizations, clinical documentation, and addended authorizations with additional CPT codes.
  • Secure authorizations for procedures, specialty visits, and ancillary testing and coordinate with Hospital Admissions.
  • Assist with complex durable medical equipment authorizations and medication authorizations for new medications and refills.
  • Secure complex authorizations and track renewals according to insurer time or service limits; use HCPC codes to locate authorization codes, including medication J codes.
  • Interpret patient insurance benefits, including pharmacy and mental-health carve-outs, and direct authorization requests and service coordination accordingly.
  • Review monthly professional and hospital billing denial reports and initiate retroactive authorizations; identify denial trends and develop workflow improvements with the practice team and supervisors.
  • Compile and analyze revenue-cycle data and create Microsoft Excel reports tracking charges, payments, and visit volume.
  • Coach staff on complex authorization requests; address billing complaints and track complaint patterns for staff and provider coaching and education.
  • Explain managed care and plan-specific requirements to staff and patients.
  • Review upcoming visits for eligibility and collaborate with social workers and clinical teams to transition ineligible patients to new primary-care practices.
  • Serve as a department resource for insurance questions and updates, review updates with the administrative team, and draft practice newsletter announcements.
  • As practice SuperUser, produce reports and review cash-collection barriers with staff to improve collection rates.
  • Greet and welcome patients using AIDET standards; determine and collect copayments and other patient-account payments.
  • Prioritize timely patient registration and maintain practice flow while supporting delay-reduction initiatives.
  • Communicate confidentially and professionally with patients using tact and diplomacy.
  • Maintain the reception area and its reading and educational materials, seating, and comfort; intervene when patients have waited a long time or are not receiving adequate service.
  • Assist patients with the check-in kiosk and promote its use.
  • Create provider Cadence schedule templates that support access and usability; generate rescheduling reports and coordinate timely rescheduling.
  • Schedule established-patient appointments using APeX and related components; understand how care is delivered in each practice setting and coordinate appointments with multiple providers.
  • Discuss practice policies and procedures with patients and referring physicians; answer questions about provider schedules and support other practices and ancillary administrative staff.
  • Schedule appointments using the correct appointment type and provider productivity standards; screen calls for emergencies and route messages, same-day appointment requests, and refill requests appropriately.
  • Use legacy systems and APeX to retrieve patient data, follow up on missed appointments, cover APeX in-baskets and phone messages, and adjust priorities to support practice operations.
  • Provide administrative support to providers, including sending patient letters, educational materials, and laboratory results.
  • Schedule procedures and tests and provide patient instructions; collaborate with clinical staff to solve patient needs, coordinate urgent requests, and follow through on urgent care needs.
  • Maintain filing and scanning; collaborate with supervisors and directors to resolve patient complaints.
  • Recognize clinical symptoms and escalation levels and determine when to escalate or seek immediate clinical intervention.
  • De-escalate difficult encounters with medication-dependent patients, seek additional support when needed, and protect workplace safety.
  • Liaise with Concierge Services and expedite requested services.
  • Coordinate complex patient-care activities, appointments, and testing, including tumor-block genetic testing, home care, physical therapy, durable medical equipment or disability paperwork, and workers’ compensation paperwork.
  • Track patients on parallel care pathways and coordinate timely appointments at critical treatment points with clinical providers, including patients preparing for surgery after neoadjuvant chemotherapy.
  • Book radiology appointments in radiology scheduling software, ensuring accuracy of exam types, locations, and insurance restrictions.
  • Identify referral problems, report them to management with suggested solutions, and develop and review referral-management reports and tracking.
  • Maintain open-access schedules to support Patient-Centered Medical Home standards, including direct access scheduling when applicable.
  • Perform APeX Patient Care Coordinator functions after applicable training, including referral and authorization entry; CRM message updating, closing, and conversion to telephone encounters; documenting, routing, and closing telephone encounters; using smart-text logic; working APeX workqueues; sending administrative MyChart communications; creating SmartPhrase templates and patient letters; entering outside test results; troubleshooting kiosk issues; modifying lab order classes; advanced scheduling under complex protocols; and ensuring daily appointment access or coordinating care at another site or urgent care.
  • Respond to patient telephone calls and online appointment requests using the EPIC Appointment Scheduling System (Cadence), document calls in EPIC CRM, convert CRM messages to telephone encounters, and use phone-bank protocols to determine when clinicians must handle urgent or emergent symptoms.
  • Pull and prepare charts, track incoming slides, films, and reports, return materials to referring physicians, and scan and import records into APeX.
  • Maintain confidentiality of medical records and patient information and follow HIPAA and Notice of Privacy Practices requirements.
  • Participate in team meetings and performance-improvement and customer-service initiatives; attend training and apply information learned to the job.
  • Follow infection-control, safety, administrative, clinical-practice, Joint Commission, and Title 22 requirements.
  • Cover coworkers’ workloads and absences as assigned and maintain provider calendars.
  • In primary-care settings, support whole-patient care using the Patient-Centered Medical Home model, including referral follow-up and continuity of care between visits.
  • Train new hires and staff on new initiatives and procedures; coordinate float coverage with assigned float staff.
  • Contribute documentation to the Patient-Centered Medical Home application workgroup.
  • Report equipment malfunctions, follow ergonomic recommendations and infection-control policies, and serve as the practice deputy for life-safety activities and drills.
  • Respond to patients by telephone, electronically, or in person according to Everyday PRIDE standards; stay logged into appropriate APeX pools and in-baskets.
  • Handle front-line patient complaints with supervisor or administrative-director support, evaluate information, and support performance-improvement initiatives.
  • Notify providers and front-office staff of delays and service issues, advocate for patients, and announce waiting-room delays over 30 minutes as needed.
  • Suggest improvements to clinic operations, model professional conduct, seek ways to improve patient convenience, and contribute to a patient-focused environment.
  • Resolve escalated day-to-day operational issues, advise management and lead process-improvement initiatives, and serve as a resource for designated department functions such as APeX SuperUser.
  • Provide feedback on staff performance and support staff orientation, training, and oversight; attend organization meetings and training relevant to the SuperUser role.
  • Follow UCSF Medical Center communication and behavior standards, including greeting patients, introductions using AIDET, service recovery, managing delays and expectations, phone and electronic communication, teamwork, and cultural sensitivity.
  • Use effective communication and telephone etiquette, escort patients or family members who need directions, and model and teach Living PRIDE standards.
  • Maintain tact and professionalism in difficult situations and follow privacy, confidentiality, protected health information, safety, and infection-control policies.
  • Support department quality metrics and organizational and departmental targets.
  • Keep work areas orderly, follow cleaning processes, remove or report broken equipment and furniture, dispose of litter, post materials only in designated areas, address unsafe conditions, and protect equipment from damage and theft.
  • Adapt tasks and workflows within assigned duties and perform other assigned duties.
Desired Qualifications
  • Demonstrated healthcare experience, 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 ability; bilingual or multilingual capability is strongly preferred.
  • 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

Get referred to UCSF

See people who can refer or advise you