Clinical Care Coordinator Lead

San Diego, CA, United States

UC San Diego current employees who apply by 5/09/24 will have priority consideration for this position. Recruiters will refer qualified internal candidates after the first 7 days of the job posting. All qualified external applicants and additional internal applicants who apply after the priority date may have further consideration pending the results of the initial review.

UCSD Layoff from Career Appointment : Apply by 5/06/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 5/16/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION Under general supervision, the incumbent serves as Lead Urology Clinical Coordinator for the Department of Urology. Duties include providing administrative and clinical support to faculty specializing in Urology and Urologic Oncology in their administrative, clinical, teaching, research and service activities. Responsible for planning and coordinating the clinical patient activity for the practice and providing assisting with lead work assignments as needed.

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

Performs a variety of other administrative duties in support of patient care services. Provides backup support for nurse case managers and other administrative staff as needed. Assists faculty with academic files, recruitment, hospital applications, course materials, and seminar meetings. 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.

Coordinates travel arrangements and processes reimbursements. Interfaces with clinical staff and patients via phone and EPIC EMR. Answers and triages incoming calls. Sorts and prioritizes incoming mail and faxes. Prepares and distributes clinic notes to referring physicians and medical records and completes appropriate administrative EPIC responsibilities relating to patient documentation.

Transcribes faculty correspondence and type and prepare other documents, memos, and emails as requested. Attends meetings and takes meeting minutes; prepares and distributes meeting minutes. Develops and maintains extensive filing systems. Processes and manages any patient-related health insurance questions and communicates with health insurance organizations to ensure appropriate insurance authorization received prior to care being performed. Other related duties as assigned.

MINIMUM QUALIFICATIONS A minimum of Four (4) years previous related experience in a large complex healthcare setting.

Perform lead duties and provide back up support for surgery schedulers/clinical care coordinators.

Experience with time keeping 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 authorizations and working with hospital operating rooms.

Experience producing marketing materials, letters, correspondence 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.

PREFERRED QUALIFICATIONS 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.

SPECIAL CONDITIONS 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.

Pay Transparency Act

Annual Full Pay Range: $63,016 - $78,384 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.18 - $37.54

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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