Practice Coordinator
Job Summary Please note: the duration will be approximately 4 months with potential to extend.
The Practice Coordinator 3 (PC3) plays a critical role in the delivery of high-quality, patient-centered care in the Department of Neurosurgery. As the public face of the practice, this role serves as a liaison between administrative, clinical, and management teams, and supports a range of practice operations from new patient coordination and revenue cycle support to advanced scheduling, insurance authorization, and customer service resolution.
The PC3 is responsible for ensuring smooth clerical operations and facilitating accurate communication across teams and departments. This position requires excellent judgment, flexibility, communication skills, and a commitment to UCSF's Living PRIDE standards.
Key Responsibilities:
New Patient Scheduling and Coordination
- Serve as the primary contact for referring physicians and new patients.
- Secure and review outside medical records, imaging, and pathology slides.
- Prioritize new patient scheduling based on diagnosis and treatment status.
- Coordinate physician-to-physician e-consults, film reviews, and offsite specialty visits.
- Assign patients to providers and prepare new patient packets.
- Collect and verify insurance and authorization information.
- Educate patients on appointment expectations, clinical trials, and department services.
Revenue Cycle & Insurance Coordination
- Secure and track complex insurance authorizations for services, medications, and procedures.
- Analyze denial reports, initiate retro-authorizations, and identify denial trends.
- Educate staff and patients on managed care policies and billing processes.
- Act as a practice resource for insurance questions and updates.
- Perform cash collection functions and escalate billing complaints when needed.
Advanced Administrative & Care Coordination
- Liaise with Concierge Services and coordinate complex care, including DME, genetic testing, and home care.
- Track patients requiring parallel care plans (e.g., neoadjuvant chemotherapy and surgery).
- Troubleshoot referral issues and maintain referral tracking reports.
- Schedule imaging exams and offsite visits, adhering to insurance and location guidelines.
Patient Scheduling & Communications
- Schedule established patient appointments and testing through APeX.
- Coordinate with multiple providers and ensure prompt access to care.
- Triages phone calls and messages; covers APeX in-baskets as needed.
- Collaborate with clinical teams on urgent appointment requests and care coordination.
- Provide administrative support including scanning, filing, and document handling.
Technology & Reporting (APeX SuperUser)
- Perform APeX-specific functions: manage referrals, telephone encounters, SmartPhrases, patient letters, and workqueues.
- Train new hires and assist with implementation of new processes or workflows.
- Run reports to improve cash collection and address barriers in revenue cycle performance.
Customer Service & Team Support
- Maintain professionalism in all interactions, demonstrating UCSF's Everyday PRIDE values.
- De-escalate difficult patient encounters and notify leadership when necessary.
- Act as liaison between UCSF and referring institutions.
- Provide 1:1 coaching and staff onboarding; support float coverage and special projects.
General Operations
- Maintain provider calendars and coordinate care across interdisciplinary teams.
- Support quality improvement and patient-centered medical home initiatives.
- Attend training sessions and share knowledge with colleagues.
- Uphold UCSF standards on confidentiality, infection control, and workplace safety.
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 diploma or equivalent with four years of relevant experience, or a college degree with six months of related experience.
- Strong computer skills; proficiency in Microsoft Outlook, Word, and Excel.
- Experience navigating multiple patient record systems.
- Excellent communication, problem-solving, and organizational skills.
- Ability to work independently and prioritize under pressure.
- Demonstrated customer service experience and knowledge of medical terminology.
- Ability to pass UCSF fingerprinting and cash collection training.
Preferred Qualifications
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- Experience in a healthcare setting involving scheduling, insurance verification, or billing.
- Prior experience with EPIC (APeX) systems.
- Multilingual ability (Spanish, Cantonese, Russian) preferred.
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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 is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. 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 Location San Francisco, CA Campus Parnassus Heights (SF) Additional Shift Details 8 am - 5 pm |
University of California - San Francisco Campus and Health
Jul 01, 2025