Scheduling Specialist – Hybrid/Remote – 118343

UCSD Layoff from Career Appointment: Apply by 08/29/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/07/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite at ACTRI in La Jolla and remote.

The Altman Clinical and Translational Research Institute (ACTRI) an organized research unit at UCSD, was established to provide education, training and infrastructure for clinical research in the San Diego area. It encompasses four hospital systems, two universities and four biomedical research organizations. It receives partial funding from a Clinical and Translational Science Award (CTSA) from the NIH, National Center for Advancing Translational Science.

The Scheduling Specialist for the Center for Clinical Research (CCR) under ACTRI will assist with oversight of visit scheduling, within Epic and other systems, while also supporting clinic daily operations, strategic capacity planning, fiscal management such as billing and charge capture, program planning and decision support in conjunction with the R.N. Clinical Manager and Operations Specialist.

Regularly intakes visit requests via clinic systems and translates into Epic EMR for central visibility. As part of regular scheduling operations, recommends and implements initiatives for process improvement, including new systems/algorithms or how to rationalize existing processes. Uses systems and research study protocols to determine daily capacity for visits and to optimize resourcing. Communicates daily visits and resource needs through clinic tools to keep staff aware and solicit feedback. Works with charge capture resources to translate visits/procedures into clinic revenue. Perform other duties and responsibilities as needed.

This is a key position within a fast-growing research clinic which is hosting clinical trials for the wide array of research at UCSD, in San Diego, and across the globe. The Scheduling Specialist will be a flexible resource finding solutions to the daily challenges of a busy clinic, and looking ahead to the growing portfolio of needs for the months and years to come. This is an opportunity to bring a broad, consultative skill set to a world-class research clinic. Systems development, Epic module expertise, data analysis, operational decision-making, and daily clinic operations will all be part of the role.

• Six (6) years of related experience, education/training, OR a Bachelor’s degree in related area plus two (2) years of related experience/training.

• Familiarity of clinic medical billing practices including coding, billing systems and documentation requirements. Knowledge of ambulatory care clinic practice management including patient care workflows and processes. Demonstrated understanding of medical terminology and clinical knowledge of clinic practice area.

• Working knowledge of medical center policies and procedures and related legislative, accreditation, licensing and compliance environments.

• Strong communication skills; includes verbal, written and active listening. Ability to clearly and concisely communicate clinic rules and regulations.

• Demonstrated interpersonal skills with diverse staff and patients. Demonstrated ability to develop working relationships within clinical team.

• Proven organizational skills and the ability to effectively manage time and prioritize tasks. Takes initiative. Ability to meet tight deadlines and manage several projects simultaneously, respond rapidly to conflicting priorities, and handle tasks with high degree of accuracy.

• Ability to perform all commonly applicable functions in word processing and spreadsheet software. Skills in data management. Ability to use relevant healthcare and clinic operations information technology, including billing systems and medical record documentation.

• Data analysis, research, and reporting skills.

• Demonstrated fiscal, and operations management skills, with the ability to collaborate effectively with physicians, management, and staff from all disciplines.

• Epic certification/experience in modules such as Cadence, Beacon, Research Ambulatory, and Willow.

• Employment is subject to a criminal background check and pre-employment physical.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational – or “bench-to-bedside” – research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

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