Administrative Assistant - Pfleger Liver Institute

Under the general supervision of the Supervisor/Manager, this role provides comprehensive front-office support to ensure an efficient, welcoming, and well-coordinated patient experience. Responsibilities include greeting and registering patients, verifying insurance requirements, scheduling appointments, and supporting accurate billing and documentation processes.

Key Responsibilities

• Serve as the first point of contact for patients, providing professional and courteous reception services.

• Pre-register all new patients and verify insurance information, including assessing the need for pre-certification.

• Enter patient encounters in the Care Connect system and update demographic and insurance details as needed.

• Prepare billing forms and medical record documentation prior to patient visits.

• Communicate effectively with back-office staff to address issues, special circumstances, or patient needs.

• Collect, review, and submit charge documents daily to ensure accurate and complete billing.

• Process receipts for cash and charge card payments and submit deposits to the finance office.

• Schedule patient appointments in the Care Connect system for assigned physicians and clinics.

• Manage patient check-out, including obtaining authorizations for follow-up diagnostic studies and scheduling appointments across departments.

• Provide timely, courteous, and professional telephone support.

• Assist in collecting and organizing census and operational data.

• Coordinate all outpatient clinic visits for physicians utilizing the multidisciplinary center.

• Perform additional duties as assigned by the Supervisor or Manager.

Required:

• Typing skill sufficient to input verbal or written data into CRT with accuracy and speed.
• Ability to accept ambiguous circumstances and take action where answers to a problem are not readily apparent
• Ability to use diplomacy and respect confidentiality in sensitive situations
• Skill in following through on assignments to completion
• Skill in prioritizing assignments to complete work in a timely manner when there are changes in assignment, pressures of deadlines, competing requirements and heavy workload
• Oral and written communication skills to convey information clearly to patients, faculty and staff.
• Ability to deal with patients from diverse backgrounds, referring physicians, clinic staff, insurance companies, the media, government agencies and other group in a professional, diplomatic and compassionate manner whether by phone or in person
• Skill in performing basic arithmetic operations; maintaining statistics and performing cashiering functions
• Ability to maintain confidentiality on patient and physician issues
• Ability to research medical diagnosis and procedure codes in CPT Code book and ICD-9_CM code book
• Demonstrated excellent interpersonal skills, customer service skills, time management and organizational skills
Proficiency with Microsoft Word & PC and access database systems

Preferred:

• English/Spanish bilingual oral communication skills to conduct admission/registration interviews.
• Detailed knowledge of hospital admissions/registration procedures.
• Knowledge of third party insurances, government programs and other insurance agencies for purposes of obtaining any necessary authorizations for treatment
• Experience with UCLA encounter registration system
• Knowledge of medical terminology to communicate effectively with physicians, nurses and other members of the health care community.
• Experience in working in a medical clinic setting.
• Recent patient registration and appointment scheduling experience.