Front Desk Lead - Urology - 134298

Under general supervision, the Lead Urology Clinical Coordinator provides both administrative and clinical support for the Department of Urology, assisting faculty specializing in Urology and Urologic Oncology across their clinical, teaching, research, and service activities. This role is also responsible for planning and coordinating the clinical patient activity for the practice and assisting with lead work assignments as needed.

Key responsibilities include scheduling patient care appointments across various outpatient ambulatory settings, including the infusion center, radiology, special procedures, and other ambulatory clinics. This position will also coordinate infusion and related lab appointments, surgery scheduling, including but not limited to: pre-operative clearances, anesthesia appointments, coordination of surgical appointments, and post-operative appointments. Additionally, this role involves insurance authorization, working with operating rooms/hospital vendors, communicating with patients on date/time/location for surgery, and assisting with any other miscellaneous tasks associated with surgery coordination to ensure smooth day-to-day operations at the clinic level. This role also communicates with patients regarding appointment treatment plans and upcoming appointments. This position will also coordinate weekly and monthly meetings and serve as administrative coordinator for the GU Tumor Board meetings and Multi-disciplinary (MLD) GU clinic patient appointment management.

The Front Desk Lead performs other various administrative duties in support of patient care services. This includes providing backup support for nurse case managers and other administrative staff as needed. This role also assists faculty with academic files, recruitment, hospital applications, course materials, and seminar meetings. Additionally, the lead is responsible for coordinating and executing projects, independently composing correspondence, managing complex appointment calendar, and travel schedules, coordinating meetings and special events and serving as liaison with constituents on behalf of urology faculty.

Additional duties include coordinating travel arrangements and processing reimbursements, as well as interfacing with clinical staff and patients via phone and EPIC EMR. This role is responsible for answering and triaging incoming calls, sorting and prioritizing mail and faxes, and preparing and distributing clinic notes to referring physicians and medical records while ensuring all necessary administrative EPIC responsibilities are completed. Additional tasks involve transcribing faculty correspondence, drafting and preparing documents, memos, and emails, attending meetings to take and distribute minutes, and developing and maintaining extensive filing systems. The incumbent also manages patient-related health insurance inquiries, working with insurance organizations to secure the necessary authorizations before care is provided.

Other related duties as assigned.

• A minimum of four (4) years of previous related experience in a large complex healthcare setting.

• Perform lead duties and provide backup support for surgery schedulers/clinical care coordinators.

• Experience with timekeeping and managing staff schedules.

• Demonstrated experience handling scheduling, registration, and authorization.

• Proven experience in working with Health Insurance companies and Community Medical Groups.

• Demonstrated knowledge of various insurance including HMO, PPO, POS, etc.

• Experience coordinating, planning, maintaining, and arranging complex calendars for meetings, events, programs, and appointments.

• Experience coordinating surgical cases, surgical health insurance authorization,s and working with hospital operating rooms.

• Experience producing marketing materials, letters, correspondence,e and/or reports containing tables, slides, graphs, etc.

• Strong experience with editing and proofreading documents, as well as writing clear, accurate correspondence, meeting minutes, and/or reports.

• Excellent knowledge of English grammar, spelling, punctuation, and sentence structure/formats, demonstrated skill in composing correspondence.

• Five years of relevant experience in administrative coordination in a healthcare setting.

• Prior Lead experience.

• Urology and/or Urologic Oncology experience.

• Hematology-Oncology experience.

• Hematology/Surgical Oncology terminology.

• Experience using EPIC Cadence.

• Experience using UCSD Concur, UCSD Payment Compass, and BLINK.

• Knowledge of medical/scientific terminology.

• Knowledge of UC policies and procedures regarding purchasing, pay authorization, travel, and entertainment expense reimbursement.

• Bilingual.

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.