Administrative Assistant – San Diego, CA

The Department of Ophthalmology is comprised of 30 faculty physicians and scientists, 10 resident physicians, and 13 (include clinical and research) post-doctoral physicians and scientists and over 150 staff with 6 divisions – Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Ocularplastics, and Neuro-ophthalmology. Clinical services are provided at the Shiley Eye Center, Ratner Eye Center, UCSD Health Sciences (UCSDHS) Hillcrest ambulatory center and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego with over 110,000 visits annually. Additionally, over 5400 surgical cases are performed.

The Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Center and in regional satellites, including the possible acquisition of existing practices.

Under the supervision of the Clinic Supervisor, the Administrative Assistant performs the duties related to patient administrative services. Duties include scheduling appointments, screening telephone calls, and triaging patients to appropriate physicians. Familiarity with a wide variety of healthcare providers (Medicare, MediCal, HMO, PPO, private providers, and cash pays). Familiar with routine and specialty procedure authorization processes. Responsible for serving as a backup for patient registration. Responsible for coordinating and scheduling study patients. Responsible for ensuring accuracy medical record preparation, on-line EPIC patient registration, and facilitating patient appointment scheduling and dispositions.

Responsible for promoting a welcoming and pleasant experience by exhibiting superior visitor and patient services. Performs general office functions and ensures patient documents/authorizations are filed appropriately and timely. Reconcile end of day log sheet, cash handling, and surgery prepayments. Ensures medical records and files are maintained and available for appointments. In collaboration with the Clinic Supervisors, prepare materials for staff meetings and assist with logistics. Assist supervisors with the training of new employees. Takes direction from back-office Clinic Supervisors in the absence of immediate supervisor.

  • Demonstrated experience working in a healthcare clinic and specialty surgery facility and working with physicians, clinicians, and researchers.

  • Proven experience working in a complex and fast-paced clinic environment. Experience in providing patient administrative services, registration, and scheduling.

  • Excellent interpersonal skills including tact, diplomacy, and flexibility in order to deal effectively with medical and ancillary staff, patients and the public, in person and on the phone.

  • Demonstrated experience and understanding with a variety of healthcare providers (Medicare, MediCal, HMO, PPO, private providers, CCS).

  • Experience and knowledge of the name, abbreviation, and various diagnostic tests/procedures, including proper scheduling and completion of necessary requisitions and consents.

  • Ability in screening telephone calls, directing callers to the appropriate resources or to physician or staff for further screening and disposition, and triaging emergent issues appropriately.

  • Experience and knowledge of chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions.

  • Strong experience and knowledge in Microsoft Office Suite, healthcare software, PC, and MAC computers, and multi-line phone systems.

  • Experience and knowledge of the standard pre-test and pre-procedure instructions that patients may receive. Ability to explain procedure instructions to patients for scheduling and registration purposes.

  • Experience and a solid understanding of EPIC on-line clinic appointment system and demonstrated skill inaccurately entering related information into CRT.

  • Demonstrated ability to set priorities, maintain composure and function efficiently under high volume, multiple demand work conditions. Strong problem-solving skills.

  • Ability to work collaboratively to promote positive outcomes in a team environment. Ability to uphold and maintain UC Principles of Community.

  • Ability to maintain strict confidentiality of patient information and documentation. Ability to maintain the confidentiality of administrative and personnel matters. Knowledge and skill in working with HIPAA requirements.

  • Bilingual in Spanish/English.
  • Ophthalmology medical terminology.
  • General knowledge of UCSD Medical Group clinical service and Medical center services with respect to geographic location, telephone number and type of service provided.
  • Employment is subject to a criminal background check and pre-employment physical.
  • Must work Saturdays and work overtime during peak periods.
  • Must maintain a professional appearance.


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