Practice CRD 3

About the role

The Practice Coordinator 3 serves as the public face of the practice, collaborating with administrative, clinical, and management teams to support operations, customer service recovery, and intervention efforts. This role provides support across various administrative functions, including CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, filing, authorizations, and billing. The PC 3 maintains routine clerical operations and communications while adhering to UCSF House and Telephone Standards, ensuring sensitivity to the needs of patients, staff, and providers.

This position contributes to outpatient care by delivering excellent customer service, facilitating accurate information flow between medical staff, hospital departments, and patients to maximize unit efficiency. The PC 3 must be adaptable to changing priorities, self-reliant in problem-solving, and capable of handling complex transactions independently. The role may require working at any UCSF campus as needed.

Responsibilities

• Represent the administrative team as the public face of the practice.
• Support practice operations and customer service recovery/intervention efforts.
• Manage CRM messages, telephone encounters, referrals, APeX in-baskets, scanning, filing, authorizations, and billing.
• Maintain routine clerical operations and communications in compliance with UCSF standards.
• Facilitate and ensure accurate information flow between medical staff, hospital departments, and patients.
• Problem-solve, prioritize tasks, and develop solutions under minimal supervision.
• Complete proficiency training within six months, including:
  • Referrals (incoming referral entry and handling work queues).
  • Scheduling surgeries.
  • Working applicable work queues.
  • Messaging (CRM) and 2nd calls in CRM.
  • Telephone encounters and MyChart functions (e.g., staff messages, patient advice requests, scheduling, letters, pools).
  • Patient lookup, check-in/check-out processes, comment fields, quick notes, and scanning.

Requirements

• High school graduate or equivalent with four years of related experience; OR college degree with six months of related experience; OR equivalent combination of education and experience.
• Strong computer skills, including basic keyboarding and proficiency in at least two Office-type software programs (e.g., Outlook, Word, Excel).
• Ability to navigate multiple patient records systems.
• Capability to sit at a computer terminal with telephone headphones for extended periods.
• Analytical skills to assess situations, prioritize tasks, and develop solutions or recommendations.
• Ability to work with minimal supervision, exercise good judgment, and operate independently under deadline pressure.
• Excellent customer service, communication, and interpersonal skills for telephone and in-person interactions.
• Basic math skills.
• Ability to interact sensitively and effectively with a diverse range of patients and individuals.
• Strong organizational, problem-solving, and writing skills (including composing, editing, and proofing documents).
• Demonstrated administrative/office coordination skills and knowledge of medical practice terminology.
• Successful completion of fingerprinting protocol and approval as a cash collector (if applicable).

Preferred Qualifications

• Demonstrated experience in healthcare (medical, dental, or veterinary) in areas such as patient scheduling, insurance verification, medical record data abstraction, or patient financial services.
• Experience in Radiology and/or a combination of hospital experience with Radiology knowledge.
• Prior experience with appointment, ancillary service, or surgical scheduling (or a combination).
• Bilingual or multilingual capability (Spanish, Cantonese, and Russian strongly preferred).

About Us

UCSF is a leading university dedicated to advancing health worldwide through biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. As the only UC campus exclusively focused on health sciences, UCSF brings together global experts in nearly every area of health. The institution is home to five Nobel laureates who have advanced understanding in cancer, neurodegenerative diseases, aging, and stem cells.

UCSF values diversity and seeks candidates whose work experience or community service aligns with its PRIDE values: professionalism, respect, integrity, diversity, and excellence. The organization is committed to equity in both care delivery and workforce development, fostering a welcoming and supportive culture that engages diverse ideas for culturally competent education, discovery, and patient care.

Pay

The final salary and offer components are subject to additional approvals based on UC policy. Placement within the salary range depends on factors such as work experience and internal equity within the position classification at UCSF. For union-represented positions, placement is guided by collective bargaining agreement rules.

Benefits

To learn more about the benefits of working at UCSF, including total compensation, visit UCnet’s compensation and benefits page.