Front Desk Office Assistant

University of California San Francisco•San Francisco, CA

About The Position

The Front Office Assistant serves as the primary administrative support person for Outpatient Rehabilitative Services and as such is responsible for the smooth flow of patient care operations from scheduling to billing. The incumbent works independently to efficiently and effectively meet the clerical and office needs of Outpatient rehab. The Office Assistant reports to the Clinic Supervisor and/or admin supervisor and is responsible for the accurate timely completion of all required clerical and office functions as outlined below. Key Responsibilities Patient Registration and Scheduling Schedule and coordinate new and return outpatient rehabilitation appointments. Pre-register patients and verify basic demographic and insurance information prior to appointments. Screen referrals for completeness and route authorization needs appropriately. Manage patient arrivals, cancellations, and rescheduling in a timely manner. Maintain accurate practitioner schedules. Billing and Authorization Support Maintain accurate payer and insurance information in patient records. Identify basic payer or authorization issues that may impact appointment scheduling. Initiate prior authorization requests according to established procedures. Enter authorization and billing-related information into patient records. Collect patient payments, including co-payments, and maintain accurate cash collection records. Collect fees for supplies as directed by therapists. Communication and Customer Service Greet patients, visitors, and callers in person and by phone. Provide appointment instructions, directions, and general clinic information. Route calls, messages, and inquiries to appropriate staff. Communicate patient questions or concerns to therapists, support staff, or supervisors as appropriate. Use phone, email, fax, and UCSF systems professionally to support clinic operations. Records and Administrative Support Initiate and maintain patient records and files for outpatient rehabilitation services. Prepare new patient charts with required documentation, including referrals, intake forms, and insurance information. Perform routine clerical and administrative tasks to support clinic workflow. Clinic and Department Support Work collaboratively with rehabilitation administrative staff to support daily clinic operations. Assist with front office or billing coverage at other rehabilitation sites as needed. Monitor office supply levels and submit replenishment requests. Compliance and Professional Conduct Follow UCSF Medical Center and departmental policies related to confidentiality, professionalism, attendance, and patient privacy. Comply with infection control, safety, and regulatory requirements. Demonstrate respectful and professional behavior toward patients, staff, and the UCSF community. Other Duties Perform other related duties as assigned by Outpatient Rehabilitation leadership. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Graduation from high school and two to three years of related clerical experience; or an equivalent combination of education and experience. Excellent written and verbal communication and interpersonal skills. Demonstrated ability to exercise good judgment in handling sensitive and confidential issues with discretion. Demonstrated organizational skills and ability to work independently. Skilled in Microsoft Word and Excel Familiarity working with EPIC/APeX strongly preferred Knowledge of business of PT/OT speech Competent in working with Excel and Word programs. Knowledge of medical terminology is strongly preferred. 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, disability, age or protected veteran status. For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm-20 For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination 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. 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.

Requirements

Graduation from high school and two to three years of related clerical experience; or an equivalent combination of education and experience.
Excellent written and verbal communication and interpersonal skills.
Demonstrated ability to exercise good judgment in handling sensitive and confidential issues with discretion.
Demonstrated organizational skills and ability to work independently.
Skilled in Microsoft Word and Excel

Nice To Haves

Familiarity working with EPIC/APeX strongly preferred
Knowledge of business of PT/OT speech
Competent in working with Excel and Word programs.
Knowledge of medical terminology is strongly preferred.

Responsibilities

Patient Registration and Scheduling Schedule and coordinate new and return outpatient rehabilitation appointments.
Pre-register patients and verify basic demographic and insurance information prior to appointments.
Screen referrals for completeness and route authorization needs appropriately.
Manage patient arrivals, cancellations, and rescheduling in a timely manner.
Maintain accurate practitioner schedules.
Billing and Authorization Support Maintain accurate payer and insurance information in patient records.
Identify basic payer or authorization issues that may impact appointment scheduling.
Initiate prior authorization requests according to established procedures.
Enter authorization and billing-related information into patient records.
Collect patient payments, including co-payments, and maintain accurate cash collection records.
Collect fees for supplies as directed by therapists.
Communication and Customer Service Greet patients, visitors, and callers in person and by phone.
Provide appointment instructions, directions, and general clinic information.
Route calls, messages, and inquiries to appropriate staff.
Communicate patient questions or concerns to therapists, support staff, or supervisors as appropriate.
Use phone, email, fax, and UCSF systems professionally to support clinic operations.
Records and Administrative Support Initiate and maintain patient records and files for outpatient rehabilitation services.
Prepare new patient charts with required documentation, including referrals, intake forms, and insurance information.
Perform routine clerical and administrative tasks to support clinic workflow.
Clinic and Department Support Work collaboratively with rehabilitation administrative staff to support daily clinic operations.
Assist with front office or billing coverage at other rehabilitation sites as needed.
Monitor office supply levels and submit replenishment requests.
Compliance and Professional Conduct Follow UCSF Medical Center and departmental policies related to confidentiality, professionalism, attendance, and patient privacy.
Comply with infection control, safety, and regulatory requirements.
Demonstrate respectful and professional behavior toward patients, staff, and the UCSF community.
Other Duties Perform other related duties as assigned by Outpatient Rehabilitation leadership.