Administrative Assistant - Connie Frank Kidney Transplant Center

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

University of California - Los Angeles Health seeks a Patient Services Representative at the Connie Frank Kidney Transplant Center to be the first contact for patients, handling front-desk tasks and essential administrative duties. You’ll register patients, verify insurance, input data in CareConnect, and support billing, scheduling, and MyChart access.

Ideal candidates will have hospital admissions knowledge, patient-centered communication, and the ability to manage multiple tasks with

Qualifications

• Detailed knowledge of hospital admissions/registration procedures.
• Knowledge of third party insurances and authorizations for treatment.
• Experience in a medical setting and patient registration.
• Ability to read codes in CPT ICD-9-CM reference books.
• Proficient with Word processing and basic data entry; cashiering experience helpful.

Responsibilities

• Greet and register new patients and assess insurance pre-certification requirements.
• Input and update patient demographics and insurance in the CareConnect system.
• Prepare billing forms and medical records for visits.
• Handle scheduling and patient checkout, including authorizations.
• Process payments, issue receipts, and deposit daily receipts.
• Collaborate with clinical/administrative teams to maintain smooth operations.
• Provide after-visit summaries and guide patients to MyChart access.
• Respond to inquiries in person or by phone.
• Support data collection, census tracking, and appointment coordination.
• Perform additional duties as required by leadership.

Skills

Registration procedures

Insurance authorizations

Medical terminology

Customer service

Phone etiquette

Confidentiality

Multitasking

Time management

Team collaboration

Data entry

Cashiering

Microsoft Word

CareConnect

Access databases

Tools

CareConnect

Microsoft Word

Access databases

Job description

Description

Join the dedicated team at the Connie Frank Kidney Transplant Center, where you'll play a key role in supporting our mission to provide exceptional patient care. Under the general supervision of the Clinic Manager and Administrative Nurse III (AN III), the Patient Services Representative serves as the first point of contact for patients and provides vital administrative and front-desk support.

Key Responsibilities

• Greet and register new patients, and assess insurance pre-certification requirements

• Accurately input and update patient demographic and insurance information in the CareConnect system

• Prepare billing forms and medical record documentation for patient visits

• Handle appointment scheduling and patient check-out, including authorizations for diagnostic studies and follow-up visits

• Process all payments (cash and credit card), issue receipts, and complete daily deposits to the finance office

• Collaborate with clinical and administrative teams to address issues and ensure smooth clinic operations

• Provide after-visit summaries and guide patients on accessing MyChart

• Respond to patient inquiries promptly and professionally, both in person and by phone

• Support data collection, census tracking, and appointment coordination for all physicians using the Center

• Perform additional duties as assigned by the Clinic Manager or AN III

Reporting Structure: Reports directly to the Clinic Manager and/or AN III as needed.

Salary Range: $30.30-$43.49/hourly

Qualifications

Required:

• Detailed knowledge of hospital admissions/registration procedures
• Knowledge of third party insurances, government programs and other insurance agencies for purposes of obtaining any necessary authorizations for treatment
• Experience working in a medical setting
• Ability to research medical diagnosis and procedure codes in CPT Code book and ICD-9_CM code book
• Recent patient registration and appointment scheduling experience
• Ability to deal with patients from diverse backgrounds, referring physicians, clinic staff, insurance companies, the media, government agencies and other groups in a professional, diplomatic and compassionate manner whether by phone or in person
• Knowledge of medical terminology to communicate effectively with physicians, nurses and other members of the health care community
• Skill in prioritizing assignments to complete work in a timely manner when there are changes in assignment, pressures of deadlines, competing requirements and heavy workload
• Skill in following through on assignments to completion
• Ability to use diplomacy and respect confidentiality in sensitive situations
• Ability to accept ambiguous circumstances and take action where answers to a problem are not readily apparent
• Ability to establish and maintain cooperative and collaborative working relationship with administrative, clinical and academic personnel
• Oral and written communication skills to convey information clearly to patients, faculty and staff
• Demonstrated excellent interpersonal skills, customer service skills, time management and organizational skills
• Knowledge and skills to apply appropriate business telephone etiquette on multi-line phones
• Ability to maintain confidentiality on patient and physician issues
• Proficiency with Microsoft Word & PC and access database systems
• Skill in performing basic arithmetic operations; maintaining statistics and performing cashiering functions

Desired:

• Experience with UCLA EHR (Care Connect)
• Working knowledge of patient-related policies and procedures, as well as a thorough understanding of the University system
• English/Spanish bilingual oral communications skills to conduct admission/registration interviews