Front Office Services Representative

UC Irvine; Irvine (CA); On-site; USD 37,000 - 44,000; Full time

Job summary

UC Irvine is seeking a Front Office Service Representative for the Student Health Center. You will schedule patient appointments across clinics, manage front desk tasks, and support the medical team with efficient patient flow.

The role requires strong customer service, HIPAA knowledge, and proficiency with EMR systems. You will operate in a collaborative clinical environment, upholding confidentiality and accuracy in documentation.

Qualifications

• HIPAA knowledge and patient privacy must be maintained.
• Strong customer service skills and clear, tactful communication with students, staff and diverse groups.
• Detail oriented with organization and planning skills; able to handle multiple tasks in a busy environment.
• Proficiency with personal computers and office software; accurate data entry while interacting with patients.
• Excellent telephone etiquette and adherence to scheduling guidelines.
• Experience with electronic medical records (EMR) and medical terminology is preferred.

Responsibilities

• Schedule patient appointments for the General Medical, Specialty, and Nurse Clinics using the computerized scheduling system.
• Perform administrative duties related to the EMR and Front Office reception.
• Serve as the front-line contact for patients; ensure a friendly, professional experience and HIPAA compliance.

Skills

HIPAA knowledge

Customer service

Communication

Time management

Data entry

PC proficiency

Telephone etiquette

Multitasking

Team collaboration

Tools

EMR system

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The UC Irvine Student Health Center is a comprehensive outpatient clinic staffed with licensed primary carephysicians, psychiatrists, licensed clinical social workers, dentists, physician assistants, registered nurse practitioners, and registered nurses. Medical specialists from various disciplines including dermatology, orthopedics/sports medicine, gynecology, internal medicine, and ENT provide on-site consultation on a regular basis. Student Health also offers basic radiology and clinical laboratory services, insurance consultation, and an on-site pharmacy, making SHC a comprehensive and convenient clinic dedicated to serving students.

Your Role on the Team

Under the general supervision of the Front Office & Health Information Manager, schedules patient appointments for the General Medical Clinic, Specialty Clinic and Nurse Clinic using computerized patient scheduling system. Performs administrative and clerical functions related to management of the electronic medical record. Performs administrative and clerical functions related to Front Office Reception.

The Front Office Service Representative is the critical front line position at the Student Health Center. The Front Office is the first encounter for patients that come through the door or call on the phone. A friendly, professional and accommodating personality is essential to the success of the patient experience.

The Front Office Service Representative is instrumental in facilitating patient flow in the clinic. The Front Office Services Coordinator works closely with the nursing team and healthcare providers to manage the day to day functions while focusing on patient care and safety. HIPAA is a primary concern of all staff, and must be respected and is expected to be followed.

What It Takes to be Successful

Required

• General Knowledge of the Health Insurance Portability and Accountability Act (HIPAA).
• Must possess appropriate judgment and ability to maintain patient confidentiality and privacy.
• Experience in exercising independent judgement, tact, and diplomacy.
• Strong customer service skills and ability to communicate clearly and tactfully with students, staff and other diverse groups of people.
• Ability to establish and maintain cooperative working relationships with clinicians, staff and the public.
• Detail oriented with good organizational and planning skills and ability to manage multiple tasks simultaneously; ability to work in a busy environment with multiple interruptions.
• Demonstrates effective time management to promote productivity and cost efficiency.
• Proficiency using personal computer, including office-related software.
• Excellent telephone etiquette.
• Ability to understand and adhere to established appointment scheduling guidelines.
• High level of skill entering data into computer while talking to patients. Experience navigating and effectively using a large information database.
• Ability to learn new skills in response to workplace changes.
• Clinical knowledge and judgment sufficient to be able to schedule medical appointments appropriate to the patient's needs, with appropriate specialty & provider and length of appointment time.
• Working knowledge of medical terminology and ability to understand content of a medical record sufficiently to scan laboratory reports, x-ray reports and other clinical documents in the EMR system.
• Experience working with electronic medical records.

Preferred

• 1-3 years experience in healthcare setting

Special Conditions

• Although this position’s schedule is M-F and during traditional work hours, weekends or non-traditional work hours may be required for special projects or busy times of the year, or when strict deadlines must be met. In the case of extended hours, this position may be required to work those hours.
• Employment in this position is contingent upon successful completion of a Department of Justice (DOJ) Live Scan background check, verification and continued monitoring or licensure as it applies to the position, and successful completion of our background review or credentialing process, as appropriate to the position.
• The employee must comply with OSHA, CA/OSHA, and CDC recommendations and requirements regarding vaccination and testing of healthcare employees. This includes, but may not be limited to; current hepatitis B immunizations, annual flu vaccinations, and annual tuberculosis screening.
• Per the UC Ethics Briefing, the employee is responsible for reporting any and all potential conflicts of interest to their supervisor in a timely manner.

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $26.72 (Hourly) - $31.74 (Hourly)

Conditions of Employment

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement

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 categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization