Practice Coordinator

TEP-Health Employees

Temporary Employment

86395BR

Job Summary

The Radiation Oncology Care Coordinator & Administrative Support Specialist provides comprehensive coordination, communication, and administrative support within the Radiation Oncology Department. This role ensures seamless patient care, efficient referral management, and consistent administrative operations. The position supports both clinical and non-clinical activities to optimize the patient experience and departmental workflow.

Key Responsibilities

• Coordinate referrals from external physicians or institutions as directed by the Radiation Oncologist.

• Obtain necessary insurance authorizations for referrals when required.

• Prepare and send medical record packets to referring physicians for patients interested in treatment.

• Follow up with referring offices to ensure receipt of final orders and relevant medical records for both new and returning patients.

• Participate in multidisciplinary rounds, ensuring accountability for assigned action items.

• Coordinate transportation services for patients requiring assistance to attend radiation therapy sessions.

• Recommend the most appropriate and safest mode of transportation (e.g., taxi, car service, wheelchair van, gurney van, ambulance) based on the Radiation Oncologist's clinical assessment.

• Provide non-licensed care coordination support under the direction of the Radiation Oncologist and Department Manager.

• Engage with patients and families in person or by telephone to facilitate care coordination.

• Verify patients' insurance eligibility for treatment.

• Collect and assemble all necessary clinical documentation, including medical records and imaging CDs, to ensure continuity of care.

• Serve as a resource for researching complex financial discrepancies, escalated service issues, and vendor concerns.

• Triage incoming calls, assess caller needs, and manage inquiries within professional scope while maintaining HIPAA compliance.

• Identify and escalate critical issues to the appropriate team members as necessary.

• Apply the AIDET communication framework (Acknowledge, Introduce, Duration, Explanation, and Thank You) in all patient and family interactions.

• Provide general clerical and administrative support, including but not limited to:

  • Invoice tracking and management

  • Ordering and maintaining supplies

  • Handling fax, phone, and mail communications

  • Generating work orders

  • Scanning and managing documentation

• Perform additional duties as assigned to support departmental operations.

The final salary and offer components are subject to additional approvals based on UC policy.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

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.

Required Qualifications

• Bachelor's degree in a related field and/or equivalent experience or training.

• Minimum of 1 year of related experience in healthcare or administrative support.

• Prior experience with Ambulatory APeX/EPIC

• Experience with insurance authorizations and patient scheduling.

• Proficient in at least two Office-type software programs (e.g., Outlook, Word, Excel).

• Proven ability to navigate multiple patient record systems efficiently.
  Strong judgment and problem-solving abilities in addressing issues and concerns.

• Excellent communication and interpersonal skills for effective collaboration across all levels of staff.

• Solid organizational and multitasking skills with the ability to manage competing priorities and deadlines.

• Demonstrated discretion and ability to maintain strict confidentiality.

Preferred Qualifications

• Experience with Mosaiq EMR
• Bilingual or multilingual capability (Spanish, Cantonese, and Russian).

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Organization

TEP

Job Code and Payroll Title

004818 PRACTICE CRD 3

Job Category

Administrative Support, Professional and Managerial, Support Services, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

San Francisco, CA

Campus

St. Francis

Work Style

Fully On-Site

Shift

Days

Shift Length

8 Hours

Additional Shift Details

8 am - 5 pm