"Front Desk Office Assistant"

The Front Office Assistant serves as the primary administrative support person for Outpatient Rehabilitative Services and as such is responsible for the smooth flow of patient care operations from scheduling to billing. The incumbent works independently to efficiently and effectively meet the clerical and office needs of Outpatient rehab. The Office Assistant reports to the Clinic Supervisor and/or admin supervisor and is responsible for the accurate timely completion of all required clerical and office functions as outlined below.

Key Responsibilities

Patient Registration and Scheduling

• Schedule and coordinate new and return outpatient rehabilitation appointments.
• Pre-register patients and verify basic demographic and insurance information prior to appointments.
• Screen referrals for completeness and route authorization needs appropriately.
• Manage patient arrivals, cancellations, and rescheduling in a timely manner.
• Maintain accurate practitioner schedules.

Billing and Authorization Support

• Maintain accurate payer and insurance information in patient records.
• Identify basic payer or authorization issues that may impact appointment scheduling.
• Initiate prior authorization requests according to established procedures.
• Enter authorization and billing-related information into patient records.
• Collect patient payments, including co-payments, and maintain accurate cash collection records.
• Collect fees for supplies as directed by therapists.

Communication and Customer Service

• Greet patients, visitors, and callers in person and by phone.
• Provide appointment instructions, directions, and general clinic information.
• Route calls, messages, and inquiries to appropriate staff.
• Communicate patient questions or concerns to therapists, support staff, or supervisors as appropriate.
• Use phone, email, fax, and UCSF systems professionally to support clinic operations.

Records and Administrative Support

• Initiate and maintain patient records and files for outpatient rehabilitation services.
• Prepare new patient charts with required documentation, including referrals, intake forms, and insurance information.
• Perform routine clerical and administrative tasks to support clinic workflow.

Clinic and Department Support

• Work collaboratively with rehabilitation administrative staff to support daily clinic operations.
• Assist with front office or billing coverage at other rehabilitation sites as needed.
• Monitor office supply levels and submit replenishment requests.

Compliance and Professional Conduct

• Follow UCSF Medical Center and departmental policies related to confidentiality, professionalism, attendance, and patient privacy.
• Comply with infection control, safety, and regulatory requirements.
• Demonstrate respectful and professional behavior toward patients, staff, and the UCSF community.

Other Duties

• Perform other related duties as assigned by Outpatient Rehabilitation leadership.

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

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

About University of California San Francisco

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 high-quality patient care. It is the only UC campus in the 10-campus system dedicated exclusively to the health sciences.