PRACTICE CRD 2
UC San Francisco (UCSF) · California, United States
Job Summary
As a patient-focused organization, UCSF Medical Center exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. UCSF Medical Center seeks faculty and staff that are committed to the values of professionalism, respect, integrity, diversity, and excellence that are integral to our mission.
The Practice Coordinator is primarily responsible for representing the administrative team as the public face of the Practice and works closely with the administrative, clinical and management teams to support practice operations and customer service recovery and intervention efforts. Provides support to all functions of the administrative teams including but not limited to: patient facing customer service, patient registration, scheduling clinics appointments, linking and processing referrals accurately, eligibility authorizations, scanning, billing and APeX in-baskets, as assigned.
The PC is responsible for the maintenance of all routine clerical operations and communications. Adheres to the UCSF House and Telephone Standards and is sensitive to the needs of patients, staff and providers always. The PC is a team player who works closely with others and who is flexible in dealing with the changing priorities. Requires a self-reliant individual who synthesizes knowledge of practice operations in order to problem-solve, prioritize and facilitate complex transactions during daily activities.
This position makes a difference for patients in an outpatient care unit by providing excellent customer service, facilitating and ensuring the accuracy of the flow between medical, hospital staff and departments to maximize unit efficiency. The PC is required to work at any UCSF campus as needed and scheduled.
New Patient Scheduling and Processing __10_____ %
- On a daily basis reviews and works referral workqueues documenting activities within the referral record.
- Acts as the primary contact for referring physicians and new patients
- If practice utilizes a mirror system for external referrals, such as an electronic log, maintains electronic log but also creates referral record for accurate tracking and documenting of external referrals.
- Assigns new patients to providers as required, taking into account scheduling issues.
- Schedules and registers patients by telephone or in person before first appointment, meeting established accuracy and performance standards. Completes appropriate practice intake paperwork and follows established practice guidelines to ensure new patients are seen within prescribed time lines. Communicates any problems with the schedule with supervisor.
- Collects and verifies insurance and referral/authorization information for first appointment ensuring referral records and Hospital Accounts Records (HARS) are created and assigned to the appointment.
- Schedules and coordinates any pre-appointment tests or appointments.
- Explains first appointment procedures in layman’s terminology to patient including required records, pathology slides and radiology films to bring or send prior to the first visit; prepares and mails New Patient Packet or sends through MyChart; provides other information requested by patient.
- Gives directions and instructions to patients before the first appointment. Manages patient expectations by providing practice-specific guidelines related to service/visit. Seeks clinical input when appropriate.
- Creates a professional and positive first impression for patients and referring physicians. Demonstrates good judgment and common sense.
Surgery Scheduling _________ %
- Coordinates scheduling of all outpatient and inpatient surgeries for the surgical practice. Ensures that all surgical procedures are scheduled within a clinically appropriate time frame. Interfaces with patients, physicians and hospital staff to ensure adequate communication regarding all aspects of surgical services.
- Interacts with clinical and academic staff to coordinate surgical activities with physician’s other responsibilities. Processes complex hospital admission forms, schedules pre-surgical tests and appointments, and secures all necessary resources and equipment for surgery.
- Manages complex scheduling coordination related to securing OR time outside of designated block time in the operating rooms. Works to maximize both OR and surgical robots utilization as well as complex joint cases with one or more additional surgeons or other services.
Revenue Cycle __5_____ %
- Performs cash collection and depositing functions as assigned, complying with all established policies and procedures.
- Communicates Medical Center administrative and financial policies clearly to patients, answering patient account questions and knowing when to refer patients to financial counseling, billing agents, patient relations or other support departments for additional help.
- Obtains and documents insurance authorizations for established patient visits, referrals and procedures or ancillary services. Communicates clinical information from medical records authorization requests to insurance companies.
- Demonstrates competency working with CPT codes and ICD-9 and ICD-10 for the purpose of scheduling and securing authorization.
- Works with patients and staff to confirm availability and accuracy of medical information within APeX and to ensure compliance with all hospital policies and procedures.
- Monitors provider(s) open charts and encounters and works with providers to complete encounter documentation in a timely manner to support revenue cycle workflow. May assist provider with instructions on how to close encounters opened in error.
- Works RFI workqueues to secure information for accurate billing submissions or to respond to denials such as retro authorizations, clinical documentation, and addended authorizations with add on CPT codes.
- Secures authorization for procedures, specialty visits and ancillary testing and coordinates with Hospital Admissions Department as needed.
- Provide assistance with complex DME authorizations that often require precise documentation in specific formats to receive approval
- Provide assistance with medication authorization for new medications and refills.
Moderate Complex Revenue Cycle__ 0____ %
Check in / Front Desk: ___20____ %
- Greets and welcomes patients making eye contact and utilizing AIDET standards.
- Determines a patient’s co-pay obligation and collects it at the time of the visit; may also collect payments on patient accounts.
- Gives priority to the timely registration of patients on check-in and is aware of the necessity of maintaining practice flow, paying careful attention to the performance improvement initiatives to reduce delays.
- Communicates with patients in a confidential professional manner using tact and diplomacy.
- Monitors and maintains the reception area, making sure it is tidy and there is adequate availability of reading and educational materials. Ensures that the temperature of the reception area is comfortable and that there is adequate and appropriate seating for all patients.
- Observes the waiting area and performs customer service intervention when patients have been waiting a long time or are not receiving adequate service
- Assists patients with use of Kiosk and actively works to promote Kiosk utilization
Cadence Template Builder ___3_____%
- Able to create Cadence schedule templates for providers
- Understands how template construction affects access and works to ensure templates is user friendly and help promote consistent clinic access.
- Able to generate reschedule reports in Cadence and work with other members of administrative team to ensure patients are rescheduled in a timely manner to avoid customer service problems.
Administrative and Patient Care Coordination Responsibilities ___17________%