The Administrative Specialist Lead serves as team lead for practice support staff who are responsible for appointment and test/procedure scheduling, insurance eligibility and authorizations, responding to patient calls, appointment reminders, surgery scheduling, faculty travel and meeting coordination, maintaining correspondence and clinical team information to as relates to clinical trials research, charge document processing, and other patient practice support needs. Supervisory responsibilities include assisting with work assignment, work coverage, coordinating training, assisting with recruitment for new staff, work performance feedback, and with identifying opportunities to improve operational efficiency and customer service, as well as assisting with development and implementation of action plans for improvement.

The Administrative Specialist Lead also has primary responsibility for surgery scheduling, scheduling patients and providing pre- and post-operative educational materials to patients, and coordinating with other staff to assure that insurance authorizations are obtained when needed. The incumbent is expected to use in-depth knowledge of UCLA Health's processes and resources to creatively and effectively facilitate patient care and the overall patient experience. The incumbent also will act as a customer service advocate within all aspects of patient care working in a team setting that provides communication support to patients and their families, physicians, and clinic staff working to optimize the patient experience by assuring smooth patient flow, minimal wait times, and overall patient satisfaction for the Gyn Oncology clinics.

Salary Range: $22.03 - $43.68 Hourly

• General knowledge of disease processes and patient treatment modalities. Knowledge and understanding of medical terminology.
• Knowledge of office procedures including scheduling of procedures, phone procedures and maintaining appointment calendar.
• Minimum of 5 years experience in patient care coordination role, preferably within OB/GYN.
• Skill in performing tasks with frequent interruption and/or distractions.
• Ability to establish and maintain cooperative working relationships with physicians, residents, research associates, fellows, students and staff, as well as officials within the university and outside agencies. Demonstrate tact and diplomacy, and ability to maintain confidentiality.
• Skill in setting priorities which accurately reflect relative importance of job responsibilities.
• Demonstrated ability to supervise employees, including selection, training, work assignment, performance review, providing constructive feedback.
• Ability to appropriately and professionally convey information regarding patient care to the patient and family.
• Demonstrated knowledge of scientific terminology. Working knowledge of laboratory practices and procedures. Skill in communicating with technical personnel.
• Experience with varied computer hardware and software with proficiency in operating word processing, dictation and transcription equipment.
• Knowledge of medical center procedures and EPIC/CareConnect system to schedule patients, obtain patient treatment and laboratory information.
• Knowledge of insurance companies admission procedures and policies to inform physicians, staff and patients and complete pre-authorization requirements.
• Knowledge of coding systems including ICD-9 and CPT codes for billing purposes.
• Skill in performing basic bookkeeping transactions such as debiting, crediting and preparing deposit slips as required.
• Writing skills to compose and edit logical, detailed, comprehensive and grammatically correct correspondence.