Practice Coordinator 3

Job title: Practice Coordinator 3

About the Role

The Practice Coordinator 3 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. This role requires a proactive, patient-focused approach and the ability to manage complex scheduling and communications across multiple departments.

What You'll Do

• New Patient Scheduling and Processing (5%): review referral work queues, act as the primary contact for referring physicians and new patients, maintain referral records (electronic logs where applicable), assign new patients to providers, schedule and register patients, collect and verify insurance and referral/authorization information, coordinate pre-appointment tests, prepare and mail New Patient Packets or send through MyChart, and communicate scheduling issues to the supervisor.
• Advanced New Patient Scheduling and Coordination (20%): secure outside medical records and scans, prioritize scheduling based on diagnosis and treatment status, inform patients about treatment options and coordinate with research personnel for trials, coordinate care with other clinical disciplines as indicated, and meet with patients post-visit to explain care coordination and potential involvement of other departments or services.
• Administrative Support and Communications: handle CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, filing, authorizations, and billing; maintain routine clerical operations; adhere to UCSF House and Telephone Standards; support patient flow and ensure accurate information exchange between medical staff and departments.
• Team Collaboration and Adaptability: work closely with administrative, clinical and management teams, remain flexible to changing priorities, and apply problem-solving to complex, day-to-day transactions.

What We're Looking For

• High school graduate or equivalent with related experience; strong administrative, scheduling, authorization, and customer-service skills.
• Proficiency with patient record systems and Office apps; experience with EPIC, APeX, Cadence, Microsoft Excel, MyChart, and CRM systems.
• Ability to work at any UCSF campus as needed and scheduled; strong communication and interpersonal skills; ability to problem-solve, prioritize, and manage complex transactions with good judgment.
• Commitment to professionalism, respect, integrity, diversity, and excellence in patient care and operations.

Nice to Have

• Experience in medical/healthcare office settings; familiarity with oncology or outpatient clinic workflows; experience coordinating care across multiple departments and with research teams.
• Comfort with reviewing external medical records and coordinating multi-disciplinary care and trials.

Compensation & Benefits

• Salary: $70,000 - $100,000 per year (USD).