Practice Coordinator

Temporary Employment Program

Temporary Employment

75285BR

Job Summary

Please note: this is a six month appointment, with career potential. Includes optional medical benefits, vacation accrual, holiday pay and sick leave accrual.

The Practice Coordinator 3 plays a vital role in UCSF Medical Center’s mission to enhance patient health through exemplary care, research, and education. They serve as a public face of the Practice, collaborating with administrative, clinical, and management teams to ensure efficient operations and top-tier customer service. This role demands adherence to established standards, proactive problem-solving, and flexibility in managing shifting priorities across various administrative functions.

Duties & Essential Job Functions:

New Patient Scheduling and Processing

• Review and manage referral work-queues daily, documenting activities and acting as the primary contact for referring physicians and new patients.
• Assign new patients to providers, schedule and register patients, ensuring accuracy and adherence to practice guidelines.
• Collect and verify insurance and referral information, coordinating pre-appointment tests and communicating necessary procedures to patients.
• Provide professional and informative guidance to patients and referring physicians, ensuring a positive first impression and managing expectations.

Advanced New Patient Scheduling and Coordination

• Prioritize new patient scheduling based on diagnosis and treatment status, coordinating treatment options and clinical trials.
• Facilitate consultations with other clinical disciplines as needed and provide comprehensive care coordination.
• Explain care coordination, possible clinical trials, and external provider involvement to patients during visits.

Surgery Scheduling

• Coordinate outpatient and inpatient surgeries, ensuring timely scheduling and effective communication among patients, physicians, and hospital staff.
• Manage complex scheduling coordination for maximizing resources and equipment utilization.

Advanced Surgery Scheduling

• Coordinate pre-operative appointments, secure authorizations, and ensure compliance with medical center regulations.
• Liaise with surgeons, insurance companies, and billing teams to update authorizations and billing information as needed.

Revenue Cycle

• Perform cash collection, communicate financial policies to patients, and obtain insurance authorizations for visits, referrals, and procedures.
• Utilize CPT codes and ICD-9/ICD-10 for scheduling and authorization purposes.

Advanced Revenue Cycle

• Secure complex insurance authorizations, review denial reports, analyze trends, and implement workflow improvements.
• Compile and analyze data, oversee staff training on authorization requests, and address patient billing complaints.

Check-in / Front Desk

• Greet and assist patients, determine co-pays, maintain the reception area, and intervene in customer service issues.
• Encourage and troubleshoot Kiosk utilization for patient check-in.

Advanced Check-in / Front Desk

• Manage front-end office responsibilities, analyze productivity reports, and support administrative teams for practice operations and customer service.

Cadence Template Builder

• Create and maintain scheduling templates for providers, ensuring clinic access and user-friendly scheduling.

Administrative and Patient Care Coordination Responsibilities

• Schedule appointments, coordinate care with multiple providers, and triage telephone calls and messages effectively.

APeX and IT Specific Skills

• Perform various APeX-specific functions, manage patient records, and ensure compliance with data entry protocols.

General Performance

• Prepare charts, maintain patient records, attend training sessions, and actively contribute to team-building activities.

Environmental Responsibilities

• Report equipment malfunctions, comply with ergonomic recommendations, and adhere to infection control policies.

Customer Service Outreach

• Interact with patients, handle inquiries and complaints, participate in performance improvement initiatives, and improve patient convenience.

Lead Role Duties

• Address escalated operational issues, serve as a liaison to management for process improvements, and provide leadership in designated functions.

The hourly compensation range for this role is 

$31.91 – $45.70

. 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 of related experience; or college degree and six months of related experience; or an equivalent combination of education and experience.
• Successful completion of fingerprinting protocol and approval as a cash collector.
• Proficiency in computer skills, including basic keyboarding, and experience with at least two Office-type software programs (e.g., Outlook, Word, Excel). Ability to navigate multiple patient records systems while working at a computer terminal with telephone headphones for extended periods.
• Strong analytical skills to assess situations, prioritize tasks, develop solutions, and make recommendations.
• Ability to work effectively with minimal supervision, displaying good judgment and independent work capability even under deadline pressure.
• Excellent customer service, communication, and interpersonal skills, both over the telephone and in direct interactions.
• Basic math skills and proven ability to handle a diverse range of individuals, demonstrating sensitivity and effectiveness in patient interactions.
• Exceptional organizational and problem-solving abilities, with strong writing skills for document composition, editing, and proofing.
• Proficient administrative and office coordination skills, including a demonstrated knowledge of medical practice terminology.
• Within six months of the start date, the employee should complete a proficiency checklist with the Supervisor, covering various areas of expertise, including referrals, order pendency, scheduling, messaging systems, patient advice requests, scanning, and other relevant tasks.

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 in appointment, ancillary service, or surgical scheduling, or a combination of these areas.
• Fluency in multiple languages (e.g., Spanish, Cantonese, Russian) strongly preferred.
• Previous experience with EPIC software.

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.

Job Code and Payroll Title

004818 PRACTICE CRD 3

Job Category

Administrative Support, Professional and Managerial, Support Services, Temporary Employment

Bargaining Unit

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

Employee Class

Temporary Employment