Patient-Centric Clinic Administrative Specialist

University of California - San Francisco; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

University of California - San Francisco's OBIC clinic is seeking an Administrative Assistant III to greet patients, coordinate appointments in Epic Hyperspace, and maintain confidential records while ensuring a welcoming, trauma-informed environment.

You will support front-desk operations, manage patient flow, assist with supplies and documentation, and collaborate with clinicians and referral sources to keep the clinic running smoothly in a busy, safety-conscious setting.

Qualifications

• High School graduate and at least three years of related research/administrative experience in a large university, teaching institution or health care environment, or an equivalent combination of education and experience
• Ability to speak, read, and write in both English and Spanish.
• Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands.
• Ability to type 50wpm (net) using work processing software.
• Be a current Epic Hyperspace user with current access and log in credentials.
• Experience working in a fast-paced clinical environment requiring frequent multitasking and prioritization.
• Strong analytical and problem-solving skills.
• Proficient use of word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management
• Excellent oral, written and telephone communication skills. Experience with voice-mail and e-mail systems
• Strong interpersonal skills. Experience working with populations that are diverse in gender, sexual orientation and ethnicity
• Demonstrated good organizational abilities. Ability to set priorities, work well under pressure, meet deadlines and work independently

Responsibilities

• Monitor and coordinate maintenance of office equipment, including computers, phones, printers, and related systems, including setting up Zoom on ipads.
• Ensure all patients are called to confirm their appointments.
• Retrieve voicemails each morning and respond to inquiries.
• Assist with vendor communications and service requests.
• Research, order, and maintain office and clinical supplies.
• Ensure front office areas remain organized, professional, and operational at all times.
• Perform UTOX testing as requested within established clinic procedures.
• Support operational workflows and special projects as assigned.
• Perform front-desk support for day clinic from 1030am-4pm, Monday to Friday.
• Perform front-desk support for evening clinic from 4pm-7pm, Monday to Friday
• Answer and direct incoming telephone calls and respond to patient inquiries.
• Conduct appointment reminder calls and assist with patient follow-up communication
• Perform routine administrative duties including typing, printing, photocopying, scanning, faxing, filing, and document management.
• Prepare, organize and maintain clinic forms, patient documentation, and program materials.
• Manage incoming and outgoing correspondence, including email communications.
• Maintain patient coffee and hospitality station throughout the day to ensure a welcoming environment.
• Schedule patients using Epic Hyperspace and submit Timely Access and various reports through Epic Hyperspace.
• Responsible for the administrative support of 7+ clinicians and 2 + program managers
• Manages client information in the Epic Hyperspace system (Department of Public Health client database)
• Checks/monitors client Medi-Cal eligibility.
• File management: creates new client records, manages the quality of records, reorganizes record as needed, pulls, files, inventories and thins client medical records for 800 clients.
• Support clinicians and administrative leadership with operational and patient-care related tasks as required.
• Maintain confidentiality and compliance with all applicable policies and procedures.
• Utilize effective communication, conflict resolution, and de-escalation techniques when interacting with patients experiencing distress or challenging circumstances.
• Promote a safe environment for patients, visitors, and staff.
• Report safety concerns and incidents in accordance with clinic policies.
• Participate in relevant training related to patient engagement, trauma-informed care, and workplace safety.
• Provides support to patients, including but not limited to: greeting, scheduling, and directing patient flow; maintaining active dialogue with clinical referral sources; updating and maintaining confidential clinical records; creating a safe office environment that demonstrates support and unconditional positive regard for patients; acting as the first point of assessment for patient issues within the clinic; and assisting in monitoring visitor flow through patient care areas.

Skills

Patient coordination

Front-desk operations

Spanish language

Communication skills

Organizational skills

Education

High School diploma

Tools

Epic Hyperspace

MS Office

Job description

University of California - San Francisco's OBIC clinic is seeking an Administrative Assistant III to greet patients, coordinate appointments in Epic Hyperspace, and maintain confidential records while ensuring a welcoming, trauma-informed environment.

You will support front-desk operations, manage patient flow, assist with supplies and documentation, and collaborate with clinicians and referral sources to keep the clinic running smoothly in a busy, safety-conscious setting.