Administrative Assistant - Pfleger Liver and General Surgery

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

Job summary

UCLA Health in Los Angeles is seeking an Administrative Assistant to support front desk operations in a multidisciplinary clinic. Under supervision, you will greet patients, pre-register, verify insurance, and manage CareConnect entries.

The role emphasizes patient experience, billing prep, scheduling, payments, and data entry. Strong communication, accuracy, confidentiality and excellent customer service are essential.

Qualifications

• Typing with accuracy and speed in computer systems.
• Ability to handle ambiguous situations and take initiative.
• Diplomacy and confidentiality in sensitive situations.
• Follow-through and prioritization under changing workloads.
• Clear oral and written communication with patients and staff.
• Respectful interaction with diverse patients and providers.
• Basic arithmetic, data statistics, and cashiering functionality.
• Maintain patient and physician confidentiality.

Responsibilities

• Greet and check in patients professionally and courteously.
• Pre-register patients, verify insurance and pre-certification needs.
• Enter and update demographics and insurance in CareConnect.
• Prepare billing and medical record documents for visits.
• Collaborate with back office to resolve scheduling issues.
• Submit charge documents to billing after review for accuracy.
• Process payments and prepare deposits for the finance office.
• Schedule appointments in CareConnect for physicians and clinics.
• Perform patient check-out and arrange follow-up authorizations.
• Provide prompt telephone and in-person support.
• Assist in compiling clinic census data and schedules.

Skills

Typing

Communication

Discretion

Time management

Cash handling

Tools

CareConnect

Microsoft Word

Access Database

Job description

Onsite or Remote

Fully On-Site

Work Schedule

Monday-Friday, 8:00am-5:00pm

Salary Range: $31.88 - 45.66 Hourly

Employment Type

Duration

Indefinite

Primary Duties and Responsibilities

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

Job 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

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. Current/former UC employees are subject to a personnel file review.