Administrative Assistant - Pfleger Liver and General Surgery

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 44,000 - 63,000; Full time

Job summary

University of California - Los Angeles Health is seeking an Administrative Assistant to support front desk operations in a multidisciplinary clinic. You will greet and check in patients, pre-register and verify insurance, and manage patient data in CareConnect.

The role includes preparing billing documents, coordinating with back-office staff, processing payments, and scheduling appointments. Strong communication, confidentiality, and organizational skills are essential.

Qualifications

• Typing with accuracy and speed
• Ability to handle ambiguity and take decisive action
• Diplomacy and confidentiality in sensitive situations
• Follow through on assignments to completion
• Prioritize tasks under changing deadlines and workload
• Clear oral and written communication with patients, faculty and staff
• Respectful interaction with diverse groups and professional demeanor
• Cashiering, arithmetic and basic statistics for reporting
• Knowledge of CPT/ICD-9 codes for medical records and procedures
• Maintain patient and physician confidentiality
• Strong interpersonal and customer service skills
• Efficient time management and organizational abilities
• Proficient with Microsoft Word and PC-based systems
• Experience with UCLA encounter registration system desired
• Recent patient registration and appointment scheduling experience
• Medical clinic environment experience

Responsibilities

• Greet and check in patients professionally
• Pre-register patients and verify insurance and pre-certifications
• Enter/update demographics in CareConnect
• Prepare billing and medical records before visits
• Coordinate with back office to resolve scheduling issues
• Review and submit charge documents to billing
• Process payments and prepare deposits
• Schedule appointments in CareConnect for physicians
• Check-out patients and arrange follow-ups
• Provide telephone and in-person support
• Compile clinic census data
• Schedule outpatient visits for physicians
• Perform additional duties as assigned by leadership

Skills

Typing

Ambiguity handling

Diplomacy

Follow-through

Prioritization

Oral & written communication

Diversity sensitivity

Cashier operations

CPT/ICD-9 knowledge

Confidentiality

Interpersonal skills

Customer service

Time management

Organization

Microsoft Word

CareConnect

Tools

CareConnect

Microsoft Word

Access databases

Job description

Description

Under the general supervision of the Manager, the Administrative Assistant plays a vital role in ensuring smooth front desk operations and delivering an exceptional patient experience in our multidisciplinary clinic.

Key Responsibilities:

• Greet and check in patients with professionalism and courtesy.
• Pre-register new patients and verify insurance coverage and pre-certification needs.
• Utilize the CareConnect system to enter and update patient demographic and insurance information.
• Prepare billing and medical record documents prior to patient visits.
• Collaborate with back office staff to resolve scheduling or patient flow issues.
• Collect and review charge documents for accuracy and submit to billing.
• Process payments, including cash and credit card transactions, and prepare deposits for the finance office.
• Schedule appointments in CareConnect for assigned physicians and clinics.
• Perform patient check-out, including obtaining authorizations for follow-up studies and scheduling with other departments.
• Provide prompt, courteous telephone and in-person support.
• Assist with collecting and compiling clinic census data.
• Schedule outpatient clinic visits for all physicians utilizing the center.
• Perform additional duties as assigned by leadership.

Oversight and Work Environment:

This role reports to the Manager, Administrative Nurse, and Working Supervisor, who collectively oversee operations and coverage scheduling. While supervision is available, the role requires the ability to independently organize and prioritize daily tasks based on established clinic guidelines. Work is periodically reviewed for quality and adherence to protocol.

Salary Range: $31.88-$45.66/hourly

Qualifications

Required:

• Typing skill sufficient to input verbal or written data into computer systems with accuracy and speed
• Ability to accept ambiguous circumstances and take action where answers to a problem are not readily apparent
• Ability to use diplomacy and respect confidentiality in sensitive situations
• Skill in following through on assignments to completion
• 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
• Oral and written communication skills to convey information clearly to patients, faculty and staff
• Ability to deal with patients from diverse backgrounds, referring physicians, clinic staff, insurance companies, the media, government agencies Required and other groups in a professional, diplomatic and compassionate manner whether by phone or in person
• Skill in performing basic arithmetic operations; maintaining statistics and performing cashiering functions. Required Ability to maintain confidentiality on patient and physician issues
• Ability to research medical diagnosis and procedure codes in CPT Code book and ICD-9_CM code book
• Ability to maintain confidentiality on patient and physician issues
• Demonstrated excellent interpersonal skills, customer service skills, time management and organizational skills
• Proficiency with Microsoft Word & PC and access database systems

Preferred:

• English/Spanish bilingual oral communication skills to conduct admission/registration interviews
• 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.
• Knowledge of medical terminology to communicate effectively with physicians, nurses and other members of the healthcare community
• Working knowledge of patient related policies and procedures, as well as a thorough understanding of the University system
• Working knowledge of patient related policies and procedures, as well as a thorough understanding of the University system
• Experience with UCLA encounter registration system
• Recent patient registration and appointment scheduling experience
• Experience in working in a medical clinic setting