BLANK AST 2

Please note: duration approximately four months; will include optional medical benefits, holiday pay and sick leave accrual. Fully on site at Hyde Hospital.

The Administrative Assistant (Blank Assistant 2) supports Outpatient Rehabilitation Services by coordinating patient registration, scheduling, billing processes, and front-office operations. This role serves as the primary point of contact for patients, staff, and the public, ensuring efficient, accurate, and patient-centered administrative support.

Patient Registration & Scheduling

• Maintain patient care schedules for all practitioners.
• Screen referrals for appropriateness, including service availability and insurance coverage requirements.
• Initiate authorization processes for therapy services prior to scheduling, when required.
• Accurately pre-register patients before their first appointment.
• Schedule new and returning patient appointments efficiently.
• Manage patient arrivals, cancellations, and rescheduling in a timely manner.

Billing & Insurance Coordination

• Maintain accurate payer and insurance coverage information.
• Develop and maintain knowledge of primary payers and referring provider groups.
• Identify payer-related issues that may impact scheduling or follow-up care.
• Obtain and document prior authorizations as needed prior to finalizing appointments.
• Enter authorizations into patient records to align with therapy visits.
• Support timely and accurate on-site billing functions.
• Collect co-payments and other patient payments, maintaining accurate records of transactions.
• Collect fees for supplies as directed by therapists.

Communication & Information Coordination

• Serve as the primary point of contact for patients, the public, and the UCSF community.
• Greet and assist individuals in person and via phone in a professional manner.
• Provide accurate information regarding appointments, directions, and instructions.
• Route calls and messages appropriately and in a timely manner.
• Communicate patient concerns, comments, or complaints to appropriate staff or management.
• Utilize communication tools (phone, email, fax, EMR systems) effectively to support operations.
• Coordinate communication with patients, referring providers, and payers.
• Initiate and maintain accurate patient records, including required documentation (referrals, intake forms, insurance information, etc.).

Departmental & Medical Center Processes

• Identify and recommend process improvements to enhance patient flow and satisfaction.
• Communicate policies and procedures related to patient access to patients and referring providers.
• Collaborate with administrative staff across inpatient and outpatient rehab services.
• Provide cross-coverage support for front office and billing functions as needed.
• Address and help resolve operational issues and complaints.
• Monitor inventory and order office supplies and forms as necessary.

Compliance & Professional Standards

• Demonstrate alignment with UCSF Medical Center's mission, vision, and values.
• Adhere to all departmental and Medical Center policies, including:
  • Patient privacy and confidentiality (HIPAA)
  • Infection control and safety standards
  • Professional conduct, attendance, and dress code
• Maintain compliance with regulatory standards (e.g., JCAHO, Title 22).
• Foster a respectful and inclusive environment for patients, colleagues, and the community.

Other Duties

Perform additional tasks and responsibilities as assigned by Outpatient Rehab Services leadership.

Required:

• Graduation from high school and two to three years of related clerical experience; or an equivalent combination of education and experience.
• Excellent written and verbal communication and interpersonal skills.
• Demonstrated ability to exercise good judgment in handling sensitive and confidential issues with discretion.
• Demonstrated organizational skills and ability to work independently.
• Skilled in Microsoft Word and Excel
  

Preferred:

• Familiarity with Epic and scheduling systems
• Knowledge of business of PT/OT/Speech
• Competent in working with Excel and Word programs.
• Knowledge of medical terminology is strongly preferred

Required:

• Graduation from high school and two to three years of related clerical experience; or an equivalent combination of education and experience.
• Excellent written and verbal communication and interpersonal skills.
• Demonstrated ability to exercise good judgment in handling sensitive and confidential issues with discretion.
• Demonstrated organizational skills and ability to work independently.
• Skilled in Microsoft Word and Excel
  

Preferred:

• Familiarity with Epic and scheduling systems
• Knowledge of business of PT/OT/Speech
• Competent in working with Excel and Word programs.
• Knowledge of medical terminology is strongly preferred