Medical Group Office Assistant - 136964

UCSD Layoff from Career Appointment : Apply by 10 / 6 / 25 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 10 / 15 / 2025. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The mission of the Student Health & Well-Being (SHW) cluster is to promote a culture of health and well-being for the student community, deliver equitable high quality innovative services, incorporate inclusive approaches, and celebrate diversity, with the goal of adoption and maintenance of healthy behaviors contributing to the academic success and personal development of all students.

The UC San Diego SHW cluster, which reports through UC San Diego Health System, plays a leadership role in creating a strong and active wellness culture that enables all students to flourish in body, mind and spirit. This includes promotion and the expansion / development of a student health and well-being center, and the transformation of existing departments, under the oversight of the executive director, into a cohesive, trans-disciplinary source of integrated wellness services. The SHW cluster includes the departments of Student Health Services (SHS), Health Promotion Services (HPS), Counseling and Psychological Services (CAPS) and SHW Administration; Strategic Planning, Innovation and Research (SPIR); Assessments and Analytics (SHAA).

SHS provides primary medical care, including urgent care and support services such as laboratory, pharmacy, and x-ray to UC San Diego's undergraduate, graduate and professional students. SHS staff consists of a diverse team of physicians, nurse practitioners, registered nurses, social workers, pharmacists, x-ray technologists, clinical laboratory scientists, medical lab assistants, optometrists, medical assistants, health educators, administrative and other healthcare professionals. SHS provides integrated clinical services to address the medical needs of the individual students, as well as to foster the well-being of the students as a whole person. In addition, SHS oversees the public health needs of the campus community. SHS is accredited by the Accreditation Association of Ambulatory Health Care and is fully committed to self examination, peer review, and quality control through the utilization of data, outcome, and patient experience measurements.

The Medical Group Office Assistant (MGOA) serves as the initial point of contact for patients visiting Student Health Services. Working closely with clinical staff, the MGOA welcomes patients and supports the delivery of their care. Responsibilities include managing patient flow from check-in to check-out, handling administrative tasks such as verifying insurance eligibility and scheduling appointments using EPIC, the computerized scheduling system. Additionally, the MGOA operates a multi-line telephone system, ensures accurate message-taking, and upholds patient confidentiality.

Other duties encompass assigning primary care providers for new patients, coordinating physician referrals, and guiding patients on accessing Student Health Services' various offerings. The role also involves addressing patient complaints with exceptional customer service skills. Maintaining cleanliness in patient care waiting areas through regular cleaning and stocking supplies is crucial. Overall, the MGOA provides assistance to patients and staff both in person and over the phone, remaining adaptable to support other clinic areas as required.

MINIMUM QUALIFICATIONS

Experience in front office outpatient healthcare facility.

Demonstrated active listening skills and ability to act upon patient's concerns with a caring demeanor. Ability to deal with patient issues regarding sexuality without expressing personal bias or value judgment.

Strong organizational skills with ability to prioritize tasks and meet established deadlines. Ability to work under pressure calmly and efficiently, coping with variable workloads, and keep track of many diverse activities, requests and directions simultaneously.

Knowledge and experience using computerized patient scheduling systems. Demonstrated experience in using electronic medical records and understanding of medical record management.

Knowledge and experience in coordinating physician referrals and scheduling of clinical procedures & tests.

Demonstrated experience and competency with standard business equipment, multi-line telephone system, computer technologies and a variety of software including system and networking software, Microsoft Office suite, email and a variety of web-based programs and browsers, with the willingness and ability to update and increase skills as needed to meet the goals of the unit and the division.

Skill and ability to keep accurate detailed records.

Ability to communicate clearly and accurately both verbally and in writing, including knowledge of proper business formats, grammar, spelling and punctuation. Excellent interpersonal skills, using tact and diplomacy in order to interact effectively in person or by telephone, with all levels of professional staff and a diversity of patients.

Ability to take initiative and responsibility for assigned functions and carry tasks through to completion.

At all times adhere to UCSD Health Medical Center (C.A.R.I.N.G.) Standards of Performance, and demonstrate the characteristics of professionalism in attire, attitude, conversation, behavior and attentiveness to others. Uphold the UCSD Principles of Community and promote a positive and collaborative team environment. Ability to adhere to and practice the mandatory University Core Values & Safety Standards of performance.

Knowledge of health information and medical terminology.

Ability to accurately assess urgency of clinical problems and act accordingly.

Ability to use discretion, maintain utmost confidentiality and comply with all requirements in use of computer systems and access to any and all patient, student, employee and University data, in electronic and hard copy formats, in compliance with University, state and federal guidelines, including, but not limited to Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA).

Complete and pass test / quiz for all required training assigned by UCOP, UCSD, SHS and SHW on a timely basis.

Cultural competency in working with diverse populations including excellent communication skills and advocacy skills.

Demonstrated ability to actively foster a positive, welcoming climate, and value, include and support all in the UC San Diego community. Demonstrated commitment to principles of community to foster the best possible working and learning environment.

As appropriate, submit incident reports into the UCSD SHW Incident Report System, RL Datix or current system in use, to report near-misses, process problems or patient or employee injury events. Attend required trainings and refreshers for use and proper steps to follow.

PREFERRED QUALIFICATIONS

• Experience working in a college environment with a college-age population.

SPECIAL CONDITIONS

Pay Transparency Act

Annual Full Pay Range : $33,900 - $75,335 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent : $16.24 - $36.08

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).