Practice Coordinator

University of California - San Francisco; San Francisco (CA); On-site; Full time

Job summary

A prestigious university health system in San Francisco is seeking a Radiation Oncology Care Coordinator & Administrative Support Specialist. This role focuses on ensuring seamless patient care and efficient referral management while providing comprehensive administrative support. Candidates should possess strong communication skills and an understanding of HIPAA compliance. This role offers competitive compensation and benefits.

Responsibilities

• Coordinate referrals from external physicians.
• Obtain necessary insurance authorizations for referrals.
• Prepare and send medical record packets to referring physicians.
• Follow up with referring offices to ensure orders and records are received.
• Participate in multidisciplinary rounds for accountability.
• Coordinate transportation services for patients.
• Provide non-licensed care coordination support.
• Engage with patients and families for care coordination.
• Verify patients' insurance eligibility.
• Collect necessary clinical documentation for continuity of care.
• Triage incoming calls and manage inquiries.
• Apply the AIDET communication framework in interactions.
• Provide general clerical and administrative support.

Job description

The Radiation Oncology Care Coordinator & Administrative Support Specialist provides comprehensive coordination, communication, and administrative support within the Radiation Oncology Department. This role ensures seamless patient care, efficient referral management, and consistent administrative operations. The position supports both clinical and non-clinical activities to optimize the patient experience and departmental workflow.

Key Responsibilities

Care Coordination & Referral Management

• Coordinate referrals from external physicians or institutions as directed by the Radiation Oncologist.
• Obtain necessary insurance authorizations for referrals when required.
• Prepare and send medical record packets to referring physicians for patients interested in treatment.
• Follow up with referring offices to ensure receipt of final orders and relevant medical records for both new and returning patients.
• Participate in multidisciplinary rounds, ensuring accountability for assigned action items.
• Coordinate transportation services for patients requiring assistance to attend radiation therapy sessions.
• Recommend the most appropriate and safest mode of transportation (e.g., taxi, car service, wheelchair van, gurney van, ambulance) based on the Radiation Oncologist's clinical assessment.

Non-Licensed Care Coordination Support

• Provide non-licensed care coordination support under the direction of the Radiation Oncologist and Department Manager.
• Engage with patients and families in person or by telephone to facilitate care coordination.
• Verify patients' insurance eligibility for treatment.
• Collect and assemble all necessary clinical documentation, including medical records and imaging CDs, to ensure continuity of care.
• Serve as a resource for researching complex financial discrepancies, escalated service issues, and vendor concerns.

Communication & Call Management

• Triage incoming calls, assess caller needs, and manage inquiries within professional scope while maintaining HIPAA compliance.
• Identify and escalate critical issues to the appropriate team members as necessary.
• Apply the AIDET communication framework (Acknowledge, Introduce, Duration, Explanation, and Thank You) in all patient and family interactions.

Administrative & Clerical Support

• Provide general clerical and administrative support, including but not limited to:
• Invoice tracking and management
• Ordering and maintaining supplies
• Handling fax, phone, and mail communications
• Generating work orders
• Scanning and managing documentation
• Perform additional duties as assigned to support departmental operations.

The final salary and offer components are subject to additional approvals based on UC policy.

To see the salary range for this position (note the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html