Practice Coordinator
Job Summary The anticipated duration of this temporary assignment is approximately three months. Includes optional medical coverage, sick leave accrual and holiday pay. Career potential!
The department of Radiology & Biomedical prides itself in enhancing the health and well-being of people through patient care, research, and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. The department of Radiology seeks faculty and staff that are committed to the values of professionalism, respect, integrity, diversity, and excellence that are integral to our mission.
The Practice Coordinator 2 is primarily responsible for representing the administrative team as the public face of the practice and works closely with the administrative, clinical and management teams to support operations and customer. S/he provides support to all functions of the administrative teams including but not limited to: IT, facilities requests, CRM messages, telephone encounters, APeX and iLab scheduling, scanning, filing.
The PC is a team player who works closely with others and who is flexible in dealing with the changing priorities. S/he is a self-reliant individual who synthesizes his/her knowledge of practice operations to problem-solve, prioritize and facilitate complex transactions in the course of his/her daily activities.
This position makes a difference for patients in an outpatient care unit by providing excellent customer service, facilitating, and ensuring the accuracy of the information flow between medical, hospital staff and departments to maximize unit efficiency. The PCI is required to work at any UCSF campus as needed and scheduled.
Key Responsibilities:
Front Office and Scheduling Responsibilities: Front Office:
- Serve as a concierge for the suite, assisting patients, visitors, and staff professionally.
- Act as the main contact for administrative office requests, handling inquiries and providing information.
- Greet and welcome patients warmly, maintaining a friendly and approachable demeanor.
- Maintain a tidy, comfortable reception area, stocked with reading and educational materials.
- Ensure the reception area temperature is comfortable and seating is adequate for all patients.
- Monitor the waiting area and intervene with customer service when wait times or service are inadequate.
- Prioritize timely registration of patients during check-in to ensure efficient practice flow.
- Screen incoming calls, prioritize emergencies, and route messages appropriately.
- Ensure effective communication and follow-up on calls, maintaining high customer service standards.
- Collaborate with research clinical staff to address patient needs, especially for urgent or same-day appointments.
- Facilitate communication between patients and research clinical staff for efficient handling of concerns.
Research Scheduling:
- Schedule research patients in the Center's Scheduling System (Apex, Outlook, iLab).
- Review emails and Qualtrics daily to manage MRI scheduling work queues and address requests promptly.
- Work with CRCs and Technologists to verify staff availability and accuracy of medical information in APeX.
- Enter and confirm research billing information into iLab.
- Maintain and update scheduling systems as necessary.
Oversight and Support:
- Oversee daily office operations, providing administrative support to Research and Clinical facilities.
- Manage problem-solving processes, including researching, analyzing, and recommending solutions.
- Procure office supplies, manage inventory, and ensure office equipment is functional.
- Coordinate with UCSF service units (e.g., facilities management, IT) to resolve operational issues.
Financial Management:
- Manage and monitor finances of assigned funding accounts, ensuring accurate record-keeping.
- Reconcile monthly purchases and address match exception issues in Bearbuy orders.
- Initiate and oversee accounting transactions, maintaining the accuracy of financial records.
Ad Hoc Tasks and Projects:
- Complete various tasks and projects as requested by the Site Supervisor or Director.
- Support department and medical center initiatives, aligning tasks with organizational goals and standards.
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 two years related experience; or equivalent combination of education and experience.
- Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
- Solid organizational skills and ability to multi-task with demanding timeframes.
- Ability to use discretion and maintain confidentiality, and use sound judment in responding to issues and concerns
- Ability to analyze and interpret data regarding business operations and provide recommendations for efficiency, staffing, and budgetary.
- Proven ability to function and participate effectively as part of a collaborative team
- Demonstrated ability to work on multiple projects from conception to implementation while maintaining a highly service oriented demeanor
- Ability to become proficient in several online systems; i.e., Apex, iLab, Scheduling Systems
- Proven ability and experience with interacting and communicating with senior level administrators, faculty, residents and patients with tact, diplomacy and discretion
- Prior experience with writing memoranda, correspondence, reports and producing written documents with clearly organized thoughts utilizing the appropriate grammar, sentence construction and punctuation.
Preferred Qualifications
- Experience with EPIC/APeX.
- Knowledge of UCSF Accounting and School of Medicine policies/procedures on travel, meeting and entertainment; expenses, purchasing and vendor payments is preferred.
- Familiarity with agency and UCSF policies regarding purchasing and reporting, restricted costs and general spending & carry-forward guidelines.
- Knowledge and experience using WEBLINKS and PeopleSoft
- Demonstrated proven experience in providing high level of executive support requiring confidentiality, discretion and good judgment.
- Prior experience organizing meetings, including travel arrangements, logistics and expense reimbursement
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, Support Services, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA Additional Shift Details M-F 7:30am - 4:30pm |
University of California - San Francisco Campus and Health
sick time
Mar 07, 2025