Front Office Practice Coordinator

University of California San Francisco•San Francisco, CA

About The Position

Coordinates pre-operative anesthesia appointments, diagnostic testing, insurance authorizations, and surgery scheduling in Op-Time. Supports complex patient coordination needs, including admissions, transfers, and post-operative follow-up, ensuring timely and accurate documentation in APeX. Works directly with patients, providers, and staff to confirm availability, verify medical information, and ensure compliance with UCSF policies, procedures, and Medical Center bylaws. Secures authorizations for procedures and communicates with Hospital Admissions, billing teams, and insurance carriers as needed. Provides front-line patient support by phone, electronically, and in person, responding promptly and courteously to inquiries while adhering to EVERYDAY PRIDE principles. Manages APeX In Basket and pool workflows, maintains provider calendars, and notifies providers and clinic staff of patient delays or service issues. Arranges post-surgical appointments, referrals, and ancillary services such as Home Care, Physical Therapy, and durable medical equipment. Assists with forms and documentation including disability, Workers’ Compensation, and other required paperwork. Handles patient concerns and complaints with support from supervisory staff and participates in performance improvement initiatives. Supports Patient-Centered Medical Home (PCMH) workflows, including advanced appointment scheduling, referral coordination, and continuity of care activities. The final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles) Please note: An offer will take into consideration the experience of the final candidate 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

Requirements

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.
Successfully passes fingerprinting protocol and is approved to be a cash collector
Strong computer skills, including basic keyboarding skills, and experience with at least two Office-type software programs (i.e., Outlook, Word and Excel).
Proven ability to navigate through multiple patient records systems.
Able to sit at a computer terminal with telephone headphones for extended period of time.
Ability to analyze situations, prioritizes, and develops solutions and makes recommendations.
Ability to work with minimal supervision
Ability to use good judgment and work independently, at times under the pressure of deadlines
Ability to access situations prioritizes workload, develop solutions and make recommendations.
Excellent customer service and communication/interpersonal skills, both over the telephone and directly.
Able to sit at a computer terminal with telephone headphones for extended periods of time.
Basic math skills required.
Proven ability to deal with a wide variety of individuals
Ability to deal sensitively and effectively with patients.
Excellent organizational and problem-solving skills.
Strong writing skills to include the ability to compose, edit, and proof a wide variety of documents.
Demonstrated administrative/office coordination skills.
Demonstrated knowledge of medical practice terminology.
Demonstrated experience in health care (may include medical, dental or veterinary) in the following areas: 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 all three.

Nice To Haves

Bi-lingual or multi-lingual capability (Spanish, Cantonese, and Russian) strongly preferred.
Prior experience with EPIC/APeX.

Responsibilities

Coordinates pre-operative anesthesia appointments, diagnostic testing, insurance authorizations, and surgery scheduling in Op-Time.
Supports complex patient coordination needs, including admissions, transfers, and post-operative follow-up, ensuring timely and accurate documentation in APeX.
Works directly with patients, providers, and staff to confirm availability, verify medical information, and ensure compliance with UCSF policies, procedures, and Medical Center bylaws.
Secures authorizations for procedures and communicates with Hospital Admissions, billing teams, and insurance carriers as needed.
Provides front-line patient support by phone, electronically, and in person, responding promptly and courteously to inquiries while adhering to EVERYDAY PRIDE principles.
Manages APeX In Basket and pool workflows, maintains provider calendars, and notifies providers and clinic staff of patient delays or service issues.
Arranges post-surgical appointments, referrals, and ancillary services such as Home Care, Physical Therapy, and durable medical equipment.
Assists with forms and documentation including disability, Workers’ Compensation, and other required paperwork.
Handles patient concerns and complaints with support from supervisory staff and participates in performance improvement initiatives.
Supports Patient-Centered Medical Home (PCMH) workflows, including advanced appointment scheduling, referral coordination, and continuity of care activities.