U

UCSF

Public health sciences university in San Francisco

Practice Coordinator 3

Full-Time
$36.03 - $51.60
Mid
San Francisco, CA, USA
In PersonMust 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 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.
  • Analyze situations, prioritize workload, develop solutions, and make recommendations.
  • Work with minimal supervision and use good judgment to work independently, including under deadline pressure.
  • Provide customer service and communicate effectively with patients and others by telephone and in person.
  • Have basic math skills.
  • Deal effectively and sensitively with a wide variety of individuals, including patients.
  • Have organizational and problem-solving skills.
  • Compose, edit, and proofread a wide variety of documents.
  • Have administrative and office coordination skills.
  • Demonstrate knowledge of medical practice terminology.
  • Within six months of the start date, complete the applicable proficiency checklist with the supervisor following training, covering referral entry and workqueues; surgery scheduling; applicable workqueues; entering and editing outside test results; CRM messaging and second calls where applicable; 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.
Responsibilities
  • Review and work referral workqueues daily, documenting activity in referral records; maintain electronic logs for external referrals when required and create referral records for accurate tracking.
  • Serve as the primary contact for referring physicians and new patients, assign new patients to providers with scheduling needs in mind, and schedule and register patients by telephone or in person before their first appointment.
  • Complete practice intake paperwork, follow practice guidelines and timelines, and communicate scheduling problems to the supervisor.
  • Collect and verify insurance, referral, and authorization information for first appointments, ensuring referral records and Hospital Accounts Records are created and assigned to appointments.
  • Schedule and coordinate pre-appointment tests and appointments; explain first-visit procedures and required records to patients; prepare and send new-patient packets or MyChart information; provide requested information and directions; and manage expectations using practice-specific guidelines.
  • Secure outside medical records, scan CDs, and pathology slides; review them for completeness and determine which physician can best evaluate the patient.
  • Prioritize new-patient scheduling based on diagnosis and current treatment status to meet practice priorities.
  • Inform patients about possible treatment scheduling options; coordinate clinical-trial screening with research personnel and physicians; consult appropriate departments when patients may benefit from other clinical disciplines; and coordinate care, schedules, and services.
  • When appropriate, meet with patients after new visits to explain coordination of care involving clinical trials, testing, surgery, other departments, and external providers.
  • Coordinate outpatient and inpatient surgeries within clinically appropriate timeframes; communicate with patients, physicians, and hospital staff about surgical services; coordinate clinical and academic staff schedules; process complex admission forms; schedule presurgical tests and appointments; and secure surgery resources and equipment.
  • Coordinate operating-room time outside designated blocks and maximize operating-room and surgical-robot utilization, including complex joint cases involving multiple surgeons or services.
  • Coordinate preoperative anesthesia appointments, testing, authorization coding, and surgery scheduling in Op-Time; manage complex admissions, discharges, hospital reservations, study-patient authorizations, transfers, and urgent post-transfer authorizations and surgical planning.
  • Confirm the availability and accuracy of medical information in APeX and ensure compliance with hospital policies and procedures.
  • Secure surgical authorizations and coordinate with Hospital Admissions; confirm postoperative procedures with surgeons and promptly amend insurance authorizations as needed; liaise with procedure billing to coordinate authorization and treatment authorization request updates for changes or additions during procedures.
  • Review outside studies and pathology to confirm diagnosis before treatment, ensuring timely patient and physician communication and documentation in compliance with Medical Center bylaws and regulations.
  • Secure surgical consent for cosmetic services, identify applicable cases, explain cosmetic pricing guidelines, quote prices, coordinate payment, review pricing structure, and update prices as needed.
  • Arrange postoperative appointments and testing, including home care, physical therapy, durable medical equipment paperwork, and workers' compensation paperwork when needed.
  • Perform cash collection and deposits as assigned in accordance with policy; explain administrative and 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; communicate clinical information from records to insurers; and work with CPT and ICD-9/ICD-10 codes for scheduling and authorization.
  • Monitor providers' open charts and encounters and help complete documentation in a timely manner; assist providers with closing encounters opened in error.
  • Work RFI workqueues to obtain accurate billing information or respond to denials, including retroactive authorizations, clinical documentation, and amended authorizations with added CPT codes.
  • Secure authorizations for procedures, specialty visits, and ancillary testing; coordinate with Hospital Admissions; and assist with complex durable medical equipment and medication authorizations.
  • Secure and track complex authorizations for services, medications, and testing, including renewals based on insurer time or service limits; use HCPC codes to locate appropriate authorization codes; and interpret insurance benefit packages, including pharmacy and mental-health carve-outs.
  • Review and analyze monthly denial reports for professional and hospital billing and initiate retroactive authorizations; identify denial trends and work with the practice team and supervisors to improve workflows.
  • Compile and analyze revenue-cycle data, including charges, payments, and visit volume, and create reports in Microsoft Excel.
  • Coach staff on complex authorization requests; address billing complaints; track complaint patterns and identify opportunities for staff and provider coaching and education.
  • Explain managed care to patients and staff, and help patients understand managed-care requirements and available resources.
  • Review upcoming visits for patient eligibility and help transition ineligible patients to new primary care practices with the practice social worker and clinical teams.
  • Serve as a department resource for insurance questions and updates, share updates with the administrative team, contribute announcements to practice newsletters, and use reports as a practice SuperUser to review cash-collection barriers with staff.
  • Greet and welcome patients using AIDET standards; determine and collect copays and other patient-account payments; register patients promptly; and help maintain efficient practice flow.
  • Communicate confidentially and professionally with patients; maintain the reception area; intervene when patients experience long waits or inadequate service; and assist patients with check-in kiosks.
  • Perform front-end office duties including registration, referrals, authorization coordination and review, cash deposits, durable medical equipment oversight, and scheduling; act as a Care Support Assistant for the DSRIP-funded clinical team.
  • Develop and analyze front-desk productivity reports with management to improve copay collection and payer-plan accuracy; identify productivity improvements and assist with staff coaching and workflow enhancements.
  • Represent the clerical team and support practice operations and customer-service recovery with administrative and management teams, including message boards, referrals, APeX in-baskets, scanning, and filing.
  • Create Cadence schedule templates for providers, ensure templates support access and ease of use, generate rescheduling reports, and coordinate timely rescheduling with the administrative team.
  • Schedule established-patient appointments using APeX; coordinate appointments with multiple providers; explain practice policies and procedures; answer schedule questions; and support other practices and ancillary-service administrative staff.
  • Follow provider productivity standards and schedule appointments using the appropriate appointment type; triage 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; adjust priorities to support practice operations; and notify clinical staff as needed.
  • Provide providers with administrative support for patient care, including sending letters, educational materials, and lab results; schedule procedures and tests and provide patient instructions.
  • Work with clinical staff to address patient needs, same-day appointments, and care coordination, including follow-through on urgent needs; resolve patient complaints with the Practice Supervisor and Administrative Director; and maintain filing and scanning.
  • Recognize clinical symptoms and escalation levels, and determine when to escalate issues or seek immediate clinical intervention.
  • De-escalate difficult patient encounters, particularly with medication-dependent patients, and seek support when needed to protect workplace safety.
  • Liaise with Concierge Services and expedite requested services; coordinate complex care appointments, testing, paperwork, and referrals; and track patients with parallel care pathways in APeX lists or Excel spreadsheets.
  • Book radiology appointments directly in radiology scheduling software while ensuring correct exam types, locations, and insurance restrictions; identify referral problems and report them with proposed solutions; and develop and review referral-management reports.
  • Maintain Open Access schedules to meet Patient-Centered Medical Home standards, including direct-access scheduling into generic job templates where applicable.
  • Complete applicable APeX Patient Care Coordinator functions after training, including entering referrals and authorization information; updating and closing CRM messages and converting them into telephone encounters; documenting, routing, and closing telephone encounters; using smart-text logic for complex scheduling calls; working applicable APeX workqueues; sending MyChart communications; creating SmartPhrase templates and patient letters; entering and editing outside test results; and troubleshooting kiosk issues.
  • Modify laboratory order classes between lab and clinic collection or UCSF and external collection; perform advanced scheduling using complex protocols for ancillary and subspecialty services; and coordinate appointments at another site or urgent care when needed to ensure daily access.
  • Respond to patient telephone calls and online appointment requests; use EPIC Cadence to schedule appointments in accordance with practice policy; document calls in EPIC CRM; convert CRM messages to telephone encounters; and use phone-bank protocols to identify calls requiring clinician involvement for urgent or emergent symptoms.
  • Prepare charts before appointments; file patient information; track and return slides, films, and reports; scan and import records into APeX; and maintain confidentiality of medical records and patient information in accordance with HIPAA and related policies.
  • Participate in team meetings, attend required training, share relevant information with the practice, contribute to performance-improvement and customer-service initiatives, follow infection-control and safety procedures, and cover coworkers' work during absences or workload shortages.
  • Maintain provider calendars; support patient-centered primary care, including in-reach, outreach, and referral follow-up; coordinate patients' forms and needs and support continuity of care in primary care settings.
  • Provide individual and team training for new hires and new initiatives or procedures; facilitate float coverage; contribute documentation to the Patient-Centered Medical Home application workgroup; report equipment malfunctions; follow ergonomic and infection-control recommendations; and serve as practice deputy for life-safety activities and drills.
  • Respond to patient and internal inquiries promptly, handle front-line complaints with leadership support, participate in performance-improvement initiatives, evaluate information to resolve inquiries, notify providers and teams about delays, and communicate significant delays to waiting patients.
  • Offer suggestions to improve clinic operations, model professional conduct and service standards, support patient convenience and service recovery, and contribute to a patient-focused environment.
  • Resolve escalated day-to-day operational issues; liaise with management and lead process-improvement initiatives; serve as a resource for designated departmental functions such as APeX SuperUser; provide feedback on staff performance; and support staff orientation, training, and oversight.
  • Follow UCSF service-excellence and communication standards, including patient greetings, introductions, service recovery, delay management, telephone and electronic communication, teamwork, and cultural sensitivity; maintain privacy, confidentiality, safety, and infection-control practices; and support department quality metrics.
  • Maintain a clean and orderly work environment, follow facility cleaning and posting rules, report unsafe conditions, and protect physical equipment and property.
  • Modify assigned tasks and workflows as needed and perform other assigned 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 bilingual or multilingual 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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