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.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace