Practice Coordinator - Pediatric Bone Marrow Transplant

University of California - San Francisco; San Francisco (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

University of California - San Francisco is seeking a Practice Coordinator to provide administrative and patient-facing support for the Pediatric Bone Marrow Transplant clinic. This temporary role (6 months) includes 1 day onsite at Mission Bay and involves coordinating appointments, referrals, authorizations, and communications to ensure smooth clinic operations.

Responsibilities span intake, scheduling, insurance support, and documentation within EPIC/APeX and other systems, with emphasis on

Qualifications

• High school diploma/equivalent with relevant experience, or college degree with related experience, or equivalent combination of education and experience.
• Strong organizational, problem-solving, and prioritization skills.
• Strong customer service, communication, and interpersonal skills.
• Ability to work independently, exercise good judgment, and manage multiple priorities in a fast-paced environment.
• Strong computer skills and ability to learn and navigate multiple electronic systems.
• Basic proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Strong attention to detail and accuracy.
• Ability to work effectively with patients, providers, and staff from diverse backgrounds.
• Ability to handle sensitive and confidential information appropriately.
• Knowledge of medical terminology and/or healthcare administrative workflows preferred.

Responsibilities

• Coordinate and schedule new and established patient appointments, procedures, tests, and surgeries.
• Process and manage referrals, including obtaining and tracking outside medical records, authorizations, and other required documentation.
• Coordinate complex patient care activities across providers, departments, and external organizations.
• Serve as a primary point of contact for patients, referring providers, and internal departments.
• Respond to patient phone calls, electronic messages, and appointment requests and route clinical or urgent concerns to the appropriate team.
• Provide patients with information regarding appointments, procedures, practice policies, and next steps in their care.
• Support insurance verification, authorizations, billing-related inquiries, and other revenue cycle activities.
• Maintain accurate patient information, documentation, and records in electronic medical record systems.
• Utilize APeX/EPIC and other scheduling, referral, and administrative systems to manage patient information and workflows.
• Monitor work queues, messages, referrals, and other assigned tasks to ensure timely follow-up.
• Support front desk and check-in functions as needed, including patient registration and payment collection.
• Assist with maintaining provider schedules and identifying opportunities to improve patient access and clinic efficiency.
• Provide administrative support to providers and clinical teams, including correspondence, documentation, forms, and care coordination.
• Participate in quality improvement, customer service, and workflow improvement initiatives.
• Provide training, orientation, and support to new staff as assigned.
• Assist with float coverage and other operational needs as necessary.
• Maintain patient confidentiality and comply with HIPAA, safety, infection control, and organizational policies.
• Perform other duties as assigned.

Skills

Organizational skills

Problem solving

Prioritization

Customer service

Communication

Interpersonal skills

Independent work

Microsoft Office

Attention to detail

Diversity sensitivity

HIPAA compliance

Education

High school diploma/equivalent

College degree with related experience

Tools

EPIC/APeX

Electronic medical records systems

APeX scheduling

Job description

Please note: this is a temporary assignment (6 months) with potential to extend. Flexible 1-day onsite at Mission Bay with the Pediatric Bone Marrow Transplant team.

The Practice Coordinator provides administrative and patient-facing support to ensure efficient day-to-day operations of the medical practice. This role works closely with patients, providers, clinical staff, and administrative teams to coordinate appointments, referrals, authorizations, patient communications, and other practice operations. The Practice Coordinator serves as an important point of contact for patients and helps ensure a positive patient experience and smooth clinic workflow.

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

• Coordinate and schedule new and established patient appointments, procedures, tests, and surgeries.
• Process and manage referrals, including obtaining and tracking outside medical records, authorizations, and other required documentation.
• Coordinate complex patient care activities across providers, departments, and external organizations.
• Serve as a primary point of contact for patients, referring providers, and internal departments.
• Respond to patient phone calls, electronic messages, and appointment requests and route clinical or urgent concerns to the appropriate team.
• Provide patients with information regarding appointments, procedures, practice policies, and next steps in their care.
• Support insurance verification, authorizations, billing-related inquiries, and other revenue cycle activities.
• Maintain accurate patient information, documentation, and records in electronic medical record systems.
• Utilize APeX/EPIC and other scheduling, referral, and administrative systems to manage patient information and workflows.
• Monitor work queues, messages, referrals, and other assigned tasks to ensure timely follow-up.
• Support front desk and check-in functions as needed, including patient registration and payment collection.
• Assist with maintaining provider schedules and identifying opportunities to improve patient access and clinic efficiency.
• Provide administrative support to providers and clinical teams, including correspondence, documentation, forms, and care coordination.
• Participate in quality improvement, customer service, and workflow improvement initiatives.
• Provide training, orientation, and support to new staff as assigned.
• Assist with float coverage and other operational needs as necessary.
• Maintain patient confidentiality and comply with HIPAA, safety, infection control, and organizational policies.
• Perform other duties as assigned.

Required:

• High school diploma/equivalent with relevant experience, or college degree with related experience, or equivalent combination of education and experience.
• Strong organizational, problem-solving, and prioritization skills.
• Strong customer service, communication, and interpersonal skills.
• Ability to work independently, exercise good judgment, and manage multiple priorities in a fast-paced environment.
• Strong computer skills and ability to learn and navigate multiple electronic systems.
• Basic proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Strong attention to detail and accuracy.
• Ability to work effectively with patients, providers, and staff from diverse backgrounds.
• Ability to handle sensitive and confidential information appropriately.
• Knowledge of medical terminology and/or healthcare administrative workflows preferred.

Preferred:

• Prior healthcare experience, particularly in patient scheduling, referrals, insurance verification, medical records, or patient financial services.
• Experience with appointment, ancillary service, or surgical scheduling.
• Experience with EPIC/APeX.
• Bilingual or multilingual skills.
• Experience providing training or supporting new staff.

Required:

• High school diploma/equivalent with relevant experience, or college degree with related experience, or equivalent combination of education and experience.
• Strong organizational, problem-solving, and prioritization skills.
• Strong customer service, communication, and interpersonal skills.
• Ability to work independently, exercise good judgment, and manage multiple priorities in a fast-paced environment.
• Strong computer skills and ability to learn and navigate multiple electronic systems.
• Basic proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Strong attention to detail and accuracy.
• Ability to work effectively with patients, providers, and staff from diverse backgrounds.
• Ability to handle sensitive and confidential information appropriately.
• Knowledge of medical terminology and/or healthcare administrative workflows preferred.

Preferred:

• Prior healthcare experience, particularly in patient scheduling, referrals, insurance verification, medical records, or patient financial services.
• Experience with appointment, ancillary service, or surgical scheduling.
• Experience with EPIC/APeX.
• Bilingual or multilingual skills.
• Experience providing training or supporting new staff.