The Administrative Services Coordinator assists department leadership in coordination of administrative services in unit and or other areas as requested. They have duties which include, but not limited to, administrative responsibilities such as scheduling, coordination of calendar, responding to complaints, questions, requests and inquiries) customer relations, clinic processes, insurance verification/authorization, answers phones and directs to appropriate personnel.

As a part of the Ambulatory Care Services Float Team, provide smooth outpatient flow resulting in optimum patient satisfaction and clinic operation. Excellent interpersonal and communication skills to coordinate multiple appointments with many multi-specialty clinical services. Participate in a variety of duties associated with daily clinic preparation process, from customer service, message distribution, procedure scheduling, encounter registration, and referrals management. Must be highly flexible, enthusiastic, have a proactive approach, work efficiently under pressure and work efficiently in a team environment. Must be comfortable with computers and medical terminology. In depth knowledge of major insurance plans and types of coverage provided, including government health programs. Must be willing to travel throughout the Keck Medicine of USC Community (on campus, satellite practices to cover practice integrations, vacations, illnesses, holidays, and leave of absences. Hours may vary depending on assignments. Performs other duties as assigned.

Essential Duties:

• Clerical 1. Has thorough understanding and expertise in the use of computer systems, e.g. Cerner and GE Centricity Business. Demonstrates accuracy and thoroughness in entering information into computer systems. 2. Processes new referrals in a timely manner; this includes obtaining required outside medical records, entering demographic information into computer system, providing medical records to physician / multidisciplinary team for review, verifying insurance and obtaining authorization for visits and procedures. 3. Schedules patients evaluation and clinic appointments in a timely manner, and at the request of the physician, while accommodating patients needs. This includes but not limited to: laboratories, diagnostic testing and consultations as needed. Fulfills other department scheduling functions per department procedures and protocols. 4. Proactively manages clinic schedules, including reviewing master schedule and anticipating requirements and changes based on activity levels to create a well-managed operational flow and positive patient experience. Essential 5% 5. Gives proper patient instructions, and schedules patient mandatory teaching classes. Preps charts for clinic, selection committee, and tumor board (if applicable). 6. Coordinates scheduling of all surgeries and diagnostic testing for patients which include sending pre-op packets to patients with surgery instructions and compiles letters of medical necessity. 7. Assists in clinic with clerical and scheduling needs including filing and collection of supporting documentation for professional billing. Orders clinical and office supplies and opens and distributes mail. 8. Provides phone coverage as needed. Contacts and distributes messages to medical personnel using a variety of electronic messages including text, voice, and email systems. Reads and responds to email throughout the day. Retrieves and responds to voicemail messages within 24hours per department protocol.
• Patient Customer Service 1. Utilizes courtesy, compassion, kindness and honesty while interacting with public, patients, and all clinic personnel. Greets patients in a courteous and professional manner. 2. Acts as a single point of contact for patients and caregivers, and takes accountability for their patient experience. Provides information and guidance to patients and caregivers regarding all areas of patient care. This includes but not limited to: scheduling, paperwork, and follow-up appointments. 3. Work independently under limited supervision, takes initiative, deals effectively with constant change, and willingly accepts responsibility. 4. Completes a financial risk assessment and, as indicated, provides assistance to patient/patient families regarding insurance benefits and alternative funding sources, including referral of complex financial or insurance coverage issues to financial counselors or others, such as a designated admitting representative. 5. Provides estimate of patient liabilities to patients, physicians and insurance companies based on guidelines and/or systems provided by the department, including but not limited to: copayment, deductibles, co-insurance, deposits, or prior account balances. 6. Facilitates communication between patient and caregivers, and all members of the care team, including physicians, nurses, lab, etc. Communicates all changes with patient and case information to all involved personnel. Works with various hospital personnel to resolve issues and accommodate patient. 7. Adheres to policies aimed to protect patient confidentiality.
• Teamwork/Collaboration 1. Demonstrates flexibility in covering other staff members for sick time, vacation, or leave of absence. 2. Possesses ability to work independently and in a team setting. 3. Maintains an open line of communication with management and other staff and demonstrates a professional demeanor at all times. 4. Is involved with and keeps abreast of changes within the USC healthcare system.
• Performs other related duties as assigned.

Required Qualifications:

• Req High school or equivalent
• Req Proven record of dealing with the public in a customer service role.
• Req Familiarity with word processing, Microsoft Outlook, GE Centricity Business, Cerner, PBAR, scheduling systems, and navigate the intranet, interpret on-line queries.

Preferred Qualifications:

• Pref Bachelor's degree Degree in a related field

• Equivalent work experience in customer service and/or medical office

• Pref 2 years Acute care, ambulatory care, or surgical center setting preferred.
• Pref Knowledge of medical terminology preferred.
• Pref Proven knowledge of insurance billing, admitting, or registration experience in a hospital or medical office preferred.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

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About University of Southern California (USC)

USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.

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