Practice Coordinator

Temporary Employment Program

Temporary Employment

78356BR

Job Summary

Please note: this will be for approximately four months; will include optional medical benefits, holiday pay and sick leave accrual.

As a key member of UCSF Medical Center, the Practice Coordinator 2 plays a pivotal role in representing the administrative team while supporting practice operations, ensuring exceptional customer service, and facilitating efficient information flow among medical staff and departments.

Responsibilities:

New Patient Scheduling and Processing

• Review and manage referral workqueues, documenting activities for accurate tracking.
• Act as primary contact for referring physicians and new patients.
• Schedule and register patients, ensuring compliance with intake procedures and timelines.
• Collect and verify insurance and referral/authorization information for initial appointments.
• Coordinate pre-appointment tests or appointments and provide necessary information to patients.
• Communicate first appointment procedures clearly and professionally to patients and referring physicians.
• Create positive first impressions for patients and referring physicians, demonstrating sound judgment and sensitivity.

Surgery Scheduling

• Coordinate outpatient and inpatient surgeries, ensuring timely scheduling and communication with stakeholders.
• Interface with clinical and academic staff to coordinate surgical activities with physicians' responsibilities.
• Secure necessary resources and equipment for surgeries and ensure compliance with hospital policies.
• Obtain surgical procedure authorizations and coordinate with Hospital Admissions Department when required.

Revenue Cycle

• Perform cash collection and deposits, adhering to established policies.
• Clarify Medical Center administrative and financial policies for patients and address account inquiries.
• Obtain and document insurance authorizations for visits, referrals, and procedures.
• Competently work with CPT codes and ICD-9 and ICD-10 for scheduling and authorization purposes.

Check-in/Front Desk

• Greet and assist patients, determine co-pay obligations, and prioritize timely registrations.
• Maintain the reception area, ensuring cleanliness and patient comfort.
• Monitor waiting areas and intervene to improve customer service if necessary.
• Assist patients with Kiosk usage and promote its utilization.

Cadence Template Builder

• Create and manage schedule templates for providers, ensuring user-friendly and consistent clinic access.
• Generate reschedule reports and assist in timely patient rescheduling.

Administrative and Patient Care Coordination

• Schedule established patient appointments, coordinate with multiple providers, and explain practice policies to patients and referring physicians.
• Triage calls, screen emergencies, and route messages appropriately.
• Provide administrative support to providers and assist in coordinating patient care needs.
• Demonstrate flexibility and adjust priorities as needed for smooth practice operation.

APeX and IT Specific Skills

• Perform various APeX-specific functions, including entering referrals, updating CRM messages, and routing telephone encounters.
• Create administrative communications and patient letters via MyChart and manage applicable APeX workqueues.

Phone Bank

• Respond to patient calls, schedule appointments using EPIC Appointment Scheduling System, and document call information accurately.
• Utilize Phone Bank protocols to determine when clinician involvement is necessary for urgent symptomatology.

General Performance

• Prepare charts, file patient information, and maintain confidentiality of medical records.
• Attend training sessions and actively contribute to performance improvement initiatives.
• Comply with Medical Center procedures for infection control, safety, and administrative practices.

Customer Service Outreach

• Handle patient inquiries, complaints, and performance improvement initiatives.
• Actively participate in team-building activities and contribute to a patient-focused environment.
• Communicate effectively with patients and internal stakeholders, advocating for patient needs.

The hourly compensation range for this role is $29.68 - $42.48. An offer will take into consideration the experience of the final candidate, position requirements, AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• High School graduate or equivalent with four years related experience; or college degree and 6 months related experience; or equivalent combination of education and experience.
• Strong communication skills
• Successful completion of fingerprinting protocol and approval as a cash collector.
• Strong computer skills, including proficiency in at least two Office-type software programs (e.g., Outlook, Word, Excel), and navigating multiple patient records systems.
• Ability to analyze situations, prioritize tasks, develop solutions, and make recommendations.
• Capacity to work with minimal supervision and under pressure of deadlines.
• Excellent customer service and communication skills, both over the telephone and in-person.
• Basic math skills and the ability to deal sensitively and effectively with patients.
• Strong organizational, problem-solving, and writing skills.
• Demonstrated administrative/office coordination skills and knowledge of medical practice terminology.
• Ability to sit at a computer terminal with telephone headphones for extended periods.

Preferred Qualifications

• Demonstrated experience in healthcare (e.g., medical, dental, veterinary) 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.
• Proficiency in bilingual or multilingual capabilities (e.g., Spanish, Cantonese, Russian) is strongly preferred.
• Prior experience with EPIC.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

TEP

Job Code and Payroll Title

004819 PRACTICE CRD 2

Job Category

Administrative Support, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

Parnassus Heights (SF)

Shift

Days

Shift Length

8 Hours