UCLA
Administrative Support Position
Aspiring to be a community of faculty, staff, students, and patients, where a sense of belonging and respect is felt by all, is a culture that's deeply ingrained into our daily actions. Encouraging an environment of engagement and productive dialogue helps to foster our core values of compassion, tolerance, and mutual respect. The incumbent will provide comprehensive administrative support to the practice, ensuring efficient patient scheduling, front desk operations, and overall clinic administration. Responsibilities include managing appointment lines, scheduling patient visits, verifying insurance and authorization details, and processing patient messages for doctors. The role also involves patient check-in/check-out, collecting payments, updating electronic health records, and coordinating referrals. Additionally, the incumbent will assist with general administrative duties such as scanning medical records, distributing correspondence, and making schedule adjustments. Strong communication and organizational skills are essential to maintaining smooth clinic operations and delivering excellent patient service. Salary & Compensation: UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits. Qualifications: Experience working in a dental or medical office. (Required) Experience with a clinic information management system such as GSD. (Preferred) Working knowledge of current dental terminology, materials, equipment, and procedures related to dentistry so as to respond to student, patient, and faculty requests. (Required) Spanish verbal and written skills to communicate with patients and translate for residents, faculty, and staff. (Preferred) UCLA C-I-CARE/Patient Experience Practices: a. Practice C-I-CARE when interacting with patients, their families, visitors, or internal customers. b. Connect with the patient and family members by addressing them as Mr./Ms., or by the name that they prefer. c. Introduce yourself and your role. d. Communicate what you are going to do, how long it is going to take, and how it will impact the patient. e. Ask and anticipate patient and/or family needs, questions, or concerns. f. Respond to patient and/or family questions and requests with immediacy. g. Exit courteously and/or with an explanation of what will come next (or when you will be back to check on them). h. Practice C-I-CARE phone etiquette during all phone interactions. Always exercise courtesy whenever patients, family members, visitors, and co-workers are present. a. Respect privacy and dignity of our patients, family members, visitors and co-workers. b. Maintain professionalism in the presence of patients, their families, visitors, and co-workers. Observe departmental Patient Experience plan, competencies, and practices. a. Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment, and loyalty to the profession and the organization. b. Participate in positive problem solving by providing suggestions and possible solutions to identified concerns/problems in the work place. Comply with Health System Workplace Conduct Policy. a. Engaging in disruptive behaviors that interfere with or prevent normal work functions or compromise patient safety, including passive or active behaviors will not be tolerated as stated in the HS Workplace Conduct Policy. Comply with Health System Dress Code Policy and practices (Required) INSTITUTIONAL AND/OR PROFESSIONAL STANDARDS Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job Comply with Department of Public Health (DPH), The Joint Commission, and other accreditation and regulatory agencies standards Adhere to all Hospital Policies and Procedures Knowledge and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module Demonstrates adherence to the requirements for using the electronic health record Demonstrates understanding of institutional and department specific emergency management procedures/responsibilities to maintain personal, patient, and co-worker safety, maintains competencies in these areas, and participates in disaster/emergency related exercises and education. (Required) CYBERSECURITY TRAINING REQUIREMENT (Required) PERFORMANCE IMPROVEMENT Adhere to current organizational Performance Improvement priorities Participate in quality studies through data collection and dashboard data collection Make recommendations and take actions to improve structure, system or outcomes (Required) Ability to communicate professionally and effectively with physicians and staff in a high volume setting. Excellent organizational skills and ability to prioritize assignments Skill in efficiently and accurately facilitating the appointment making process, including transportation arrangements and maintain sub-specialty physician schedules Excellent interpersonal and communication skills to coordinate multiple appointments with staff from many clinical services at the UCLA Medical Center (Required) Skill in using a PC with associated programs including Word, Excel, and Email Skill in demonstrating work experience with a database computer program Knowledge of major insurance plans and types of coverage provided Knowledge of dental and medical terminology (Preferred) Education, Licenses, Certifications & Personal Affiliations: California State certification as Dental Assistant. Possession of California State Radiation Safety license Current (Required) Special Conditions for Employment: Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation. Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired. TB Test: Continued employment is contingent upon the completion of a satisfactory TB test. COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation. CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse". Schedule: 8:00 a.m. to 5:00 p.m Union/Policy Covered: CX-Clerical & Allied Services
Aspiring to be a community of faculty, staff, students, and patients, where a sense of belonging and respect is felt by all, is a culture that's deeply ingrained into our daily actions. Encouraging an environment of engagement and productive dialogue helps to foster our core values of compassion, tolerance, and mutual respect. The incumbent will provide comprehensive administrative support to the practice, ensuring efficient patient scheduling, front desk operations, and overall clinic administration. Responsibilities include managing appointment lines, scheduling patient visits, verifying insurance and authorization details, and processing patient messages for doctors. The role also involves patient check-in/check-out, collecting payments, updating electronic health records, and coordinating referrals. Additionally, the incumbent will assist with general administrative duties such as scanning medical records, distributing correspondence, and making schedule adjustments. Strong communication and organizational skills are essential to maintaining smooth clinic operations and delivering excellent patient service. Salary & Compensation: UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits. Qualifications: Experience working in a dental or medical office. (Required) Experience with a clinic information management system such as GSD. (Preferred) Working knowledge of current dental terminology, materials, equipment, and procedures related to dentistry so as to respond to student, patient, and faculty requests. (Required) Spanish verbal and written skills to communicate with patients and translate for residents, faculty, and staff. (Preferred) UCLA C-I-CARE/Patient Experience Practices: a. Practice C-I-CARE when interacting with patients, their families, visitors, or internal customers. b. Connect with the patient and family members by addressing them as Mr./Ms., or by the name that they prefer. c. Introduce yourself and your role. d. Communicate what you are going to do, how long it is going to take, and how it will impact the patient. e. Ask and anticipate patient and/or family needs, questions, or concerns. f. Respond to patient and/or family questions and requests with immediacy. g. Exit courteously and/or with an explanation of what will come next (or when you will be back to check on them). h. Practice C-I-CARE phone etiquette during all phone interactions. Always exercise courtesy whenever patients, family members, visitors, and co-workers are present. a. Respect privacy and dignity of our patients, family members, visitors and co-workers. b. Maintain professionalism in the presence of patients, their families, visitors, and co-workers. Observe departmental Patient Experience plan, competencies, and practices. a. Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment, and loyalty to the profession and the organization. b. Participate in positive problem solving by providing suggestions and possible solutions to identified concerns/problems in the work place. Comply with Health System Workplace Conduct Policy. a. Engaging in disruptive behaviors that interfere with or prevent normal work functions or compromise patient safety, including passive or active behaviors will not be tolerated as stated in the HS Workplace Conduct Policy. Comply with Health System Dress Code Policy and practices (Required) INSTITUTIONAL AND/OR PROFESSIONAL STANDARDS Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job Comply with Department of Public Health (DPH), The Joint Commission, and other accreditation and regulatory agencies standards Adhere to all Hospital Policies and Procedures Knowledge and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module Demonstrates adherence to the requirements for using the electronic health record Demonstrates understanding of institutional and department specific emergency management procedures/responsibilities to maintain personal, patient, and co-worker safety, maintains competencies in these areas, and participates in disaster/emergency related exercises and education. (Required) CYBERSECURITY TRAINING REQUIREMENT (Required) PERFORMANCE IMPROVEMENT Adhere to current organizational Performance Improvement priorities Participate in quality studies through data collection and dashboard data collection Make recommendations and take actions to improve structure, system or outcomes (Required) Ability to communicate professionally and effectively with physicians and staff in a high volume setting. Excellent organizational skills and ability to prioritize assignments Skill in efficiently and accurately facilitating the appointment making process, including transportation arrangements and maintain sub-specialty physician schedules Excellent interpersonal and communication skills to coordinate multiple appointments with staff from many clinical services at the UCLA Medical Center (Required) Skill in using a PC with associated programs including Word, Excel, and Email Skill in demonstrating work experience with a database computer program Knowledge of major insurance plans and types of coverage provided Knowledge of dental and medical terminology (Preferred) Education, Licenses, Certifications & Personal Affiliations: California State certification as Dental Assistant. Possession of California State Radiation Safety license Current (Required) Special Conditions for Employment: Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation. Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired. TB Test: Continued employment is contingent upon the completion of a satisfactory TB test. COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation. CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse". Schedule: 8:00 a.m. to 5:00 p.m Union/Policy Covered: CX-Clerical & Allied Services