Administrative Assistant

Patient Business Services

Support the audit readiness and operational effectiveness of
UCLA Health's Audit and Appeals function within Patient Business Services.
Reporting to the Audit and Appeals Manager, the Administrative Assistant
provides administrative and operational support for regulatory reviews,
government audits, and payer appeal workflows. This role tracks correspondence,
maintains accurate records, monitors deadlines, and compiles appeal materials
across multiple systems and payer portals, playing a key role in ensuring
timely and compliant outcomes for Medicare and commercial audit and denial
processes.

In this role, you will:

• Review
  government and commercial payer audit portals, retrieve and distribute
  audit letters, medical record requests, findings, and determinations, and
  log, scan, upload, and index correspondence into established tracking
  systems.
• Compile,
  scan, and upload appeal packets and supporting documentation, ensuring all
  materials are indexed and attached to the correct patient and account
  records.
• Monitor
  audit logs, portals, and deadlines, perform routine follow-up with payers
  and regulatory agencies, and escalate time-sensitive issues or
  discrepancies to leadership as appropriate.
• Track
  appeal packet status and ensure timely progression through denial
  workflows, coordinating with Utilization Review, HIMS, Coding, Compliance,
  and Revenue Integrity to resolve missing or incomplete documentation.
• Review
  patient and account information to obtain demographic, financial, and
  audit-related data, and document all audit, review, and appeal activity
  clearly and accurately in designated systems.
• Maintain
  complete and organized electronic and paper filing systems in accordance
  with retention guidelines, ensuring data accuracy and consistency across
  audit and appeal tracking tools.
• Route
  audit and non-audit correspondence to appropriate internal stakeholders
  and respond to routine inquiries from internal departments.
• Assist
  leadership with audit data compilation, reporting activities, departmental
  audits, and special projects as assigned.

Salary Range: $26.42 to $37.49 hourly

Required

• High
  school diploma or equivalent, and/or equivalent combination of education
  and experience.
• Minimum
  2 years of related experience or training in a healthcare, academic, or
  regulated environment.
• Proficiency
  in Epic (CareConnect).
• Strong
  data entry, documentation, and record-keeping skills.
• Ability
  to manage multiple deadlines in a high-volume, time-sensitive environment.
• Skill
  in organizing and prioritizing administrative work independently.
• Effective
  written and verbal communication skills.
• Knowledge
  of confidentiality, HIPAA, and regulatory compliance requirements.
• Ability
  to collaborate with internal departments and external agencies.

Preferred

• Knowledge
  of healthcare revenue cycle, audit, or denial workflows.
• Knowledge
  of Medicare and payer audit programs.
• Ability
  to navigate payer and regulatory portals to retrieve correspondence and
  status updates.
• Ability
  to research account history and determine appropriate next steps.
• Demonstrated strong Excel skills.