Practice Coordinator 2
Job Summary The anticipated duration is approximately three months; will include optional medical benefits, holiday pay and sick leave accrual. Please note there are two openings.
Under direct supervision and guided by the procedures of UCSF Dental Center, the Practice Coordinator is responsible for providing support to the Dental Center Predoctoral clinics located at the Parnassus campus. The Practice Coordinator is responsible for the reception, registration, treatment planning and patient processing in the Predoctoral clinics. They are the direct liaison between patients and the services they receive at the clinics in any level of care. The Practice Coordinator works as a team member and consistently project a professional and courteous demeanor. The Practice Coordinator is required to comply with UCSF and School of Dentistry standards and to demonstrate excellent customer service skills with patients and staff. The Practice Coordinator must have the ability to perform and prioritize multiple tasks and work well with staff, students, patients, and providers.
Key Responsibilities:
- Greets and welcomes patients.
- Observes the waiting area; intervenes if patients have been waiting too long or are not receiving adequate service.
- Responds to telephone calls and emails from patients seeking care at UCSF Dental Center.
- Registers patients (by phone or in-person) before their first appointment, ensuring accuracy and adherence to performance standards.
- Completes intake paperwork and ensures new patients are seen within prescribed timelines.
- Schedules appointments using Apex/Axium, addressing any scheduling issues with the supervisor.
- Understands the distinctions between different dental practices and how care is delivered in each.
- Coordinates appointments with multiple providers and follows up on canceled or no-show appointments.
- Discusses practice policies and procedures with patients and referring physicians.
- Acts as a resource for provider schedules and helps other medical center practices and administrative staff.
- Ensures prompt and convenient appointment access for patients.
- Adheres to provider productivity standards in APEX templates when scheduling appointments.
- Screens and triages telephone calls, routing emergencies, same-day appointments, refill requests, etc.
- Retrieves pertinent patient data using legacy systems and Apex.
- Verifies insurance and referral/authorization details for each appointment, creating referral records as needed.
- Submits and follows up on insurance pre-authorizations and communicates outcomes to providers.
- Schedules and coordinates pre-appointment tests or other appointments.
- Provides directions and instructions to patients, managing expectations with practice-specific guidelines.
- Prioritizes new patient scheduling based on diagnosis.
- Understands template construction and works to ensure user-friendly scheduling to promote consistent clinic access.
- Generates reschedule reports in Cadence and works with the team to ensure timely patient rescheduling.
- Applies advanced customer service skills when working with patients who exhibit challenging behaviors, de-escalating situations when necessary.
- Demonstrates courtesy and helpfulness in all interactions; collaborates with supervisors to resolve patient complaints.
- Determines patient copay obligations for scheduled treatments and attempts to collect outstanding balances at the time of visit.
- Follows University Cash Handling Guidelines, prepares daily deposits, and ensures funds are balanced and reconciled.
- Coordinates with the billing team on deposits and insurance-related questions.
- Provides support to other Dental Center clinics as needed.
- Performs other duties as assigned.
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 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 2 years related experience; or college degree and 6 months related experience; or equivalent combination of education and experience with appointment scheduling.
- Ability to analyze situations, prioritize, and develop solutions, and make recommendations.
- Ability to work independently at the reception desk.
- Ability to use good judgment and work independently at times under the pressure of deadlines.
- 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.
- Strong computer skills, including basic keyboarding skills, and experience with Microsoft Word and Excel.
- Proven ability to deal with a wide variety of individuals.
- Ability to deal sensitively and effectively with ill 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.
Preferred Qualifications
- 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.
- Bi-lingual or multi-lingual capability (Spanish, Cantonese, and Russian) 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. Job Code and Payroll Title 004819 PRACTICE CRD 2 Job Category Administrative Support, Dentistry, Support Services, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA Campus Parnassus Heights (SF) Additional Shift Details 40 hours/week |
University of California - San Francisco Campus and Health
sick time
Jan 28, 2025