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Administrative Assistant III- Per Diem

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POST DATE 9/2/2016
END DATE 12/14/2016

University of California - Los Angeles Medical Centers Los Angeles, CA

Los Angeles, CA
AJE Ref #
Job Classification
Part Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


Job Title:
Administrative Assistant III- Per Diem

UCLA Title:
Administrative Asst. III- Per Diem

Job No.:

Work Hours:
Monday - Friday

Work Location:
Santa Monica and Westwood, CA.

Job Type:
Per Diem


Minimum Salary:
$23.46 / $4082

Maximum Salary:
$23.46 / $4082

Layoff Referral Deadline:

Bargaining Unit:


Under the supervision of Patient Care Coordinator Supervisor and Orthopaedic faculty member(s), provide administrative and academic support which includes scheduling patient appointments, surgery and diagnostic tests, maintain patient records and research material, transcribe patient and academic correspondence, abstracts and manuscripts, and maintain physician calendar. A. Administration of private patient practice: Pre-registration of patients, scheduling of patient appointments, initial and follow-up, utilizing the UCLA Care Connect computer system. Schedule patient's surgery, hospitalizations, and pre-operative history, physical examinations, and tests. Confirm appointments by telephone one business day prior to the patient's appointment. Prepare patient charts for initial patient consultation and follow-up visits, and prepare radiographic requisitions as instructed by physician 2-3 days prior to the scheduled appointment date. Attend and assist physician at private clinics in the Orthopaedic Surgery Center, 2-3 times per week in Westwood and/or Santa Monica locations. Verify patient's insurance, check on second opinion requirements, obtain all necessary managed care authorizations, and coordinate processing of billing forms. Prioritize and schedule patient tests, radiology procedures, and operative dates exercising judgment to determine the urgency and severity of orthopaedic problem. Compose and transcribe all patient medical notes and correspondence, complete forms concerning patient employment, work missed due to medical disability, return to work notes, etc. Maintain records of patient prescriptions, new and renewed. Screen incoming calls for orthopaedic physician; provide requested information, take messages and/or redirect inquiries to appropriate party. Screen all patient calls to determine history of illness and symptoms and determine the urgency of the medical situation, directing calls appropriately. Communicate with various manufacturers regarding custom prostheses for patient surgery, supply the operating room with necessary ordering data, and check on availability of components and surgical instrumentation. When necessary, provide patients with financial information using the current fee schedules and departmental financial policy. Pick up radiological studies (i.e. x-ray, CT scan, MRI) and other test results from various departments throughout Santa Monica and/or Westwood facilities (hospitals), outpatient medical plaza, and Student Health Clinic. Working knowledge of CPT and ICD-10 codes for surgical scheduling. Coordinate, process and distribute billing forms to the Billing Coordinator and outside billing vendor. When necessary provide patients with financial information using the current fee schedules and departmental financial policy. Maintain physicians calendar for surgeries and other commitments. Collect, sort and distribute all departmental mail. Independently photocopy and fax documents as necessary. Maintain adequate levels of departmental office supplies, stationary, business forms, etc. B. Research and teaching support: Order various radiographic tests for orthopaedic patients on a prescribed basis in order to obtain necessary research data for evaluation. Coordinate activities of research and educational programs for individual faculty member's orthopaedic specialty. Screen and refer patients to appropriate orthopaedic fellow and/or specialty clinic. Receive heavy volume of public contact and inquiries from physicians (national and international) and ancillary personnel. Transcribe and edit manuscripts, abstracts, lectures, book chapters for teaching purposes and publication. Type and assist in preparation of teaching slides using PowerPoint software. Assist residents and fellow with faculty-related projects including bibliographic research, letter and manuscript preparation, and telephone inquiries. Search, review and identify assigned patient medical record numbers, assign medical record numbers to new patient. Collect and input patient demographics, employment, insurance, notification party, referring physician and financial information to establish an outpatient registration file by using the UCLA ADT system.


Skill in independently composing correspondence in standard correct grammar. Skill in organizing workflow to meet deadlines. Skill in establishing and maintaining complex filing systems (general and research). Skill in editing correspondence and manuscripts for correct grammar. Skill in speaking clearly and distinctly using appropriate English vocabulary and grammar to obtain and convey information to individuals at various organizational levels. Skill in setting priorities that accurately reflect the importance of job responsibilities. Skill in exchanging ideas and opinions with others to increase efficiency of office procedures. Skill in collaborating with colleagues and administrators. Skill in reading medical and scientific data, such as material for slide preparation, manuscripts, and publications. Working knowledge of medical/orthopaedic surgery terminology. Working knowledge of Microsoft Office, and various software programs. Detailed knowledge of Medical Center Computing System appointment/registration procedures. Ability to operate dictaphone equipment and transcribe medical reports, manuscripts and correspondence with speed and accuracy. Ability to interact diplomatically with the public on the telephone and in person, and to maintain a cooperative working relationship with patients, staff, faculty, residents, and ancillary personnel. Ability to work independently and complete assignments with minimal direction and supervision. Ability to move between academic office, patient clinic locations, and other appropriate areas on campus to facilitate work flow and deliver/pick-up necessary materials. Ability to independently operate photocopy and fax machines. Working knowledge of presentation graphic software (Power Point) to assist in preparation of teaching slides. Working knowledge of UCLA policies and procedures preferred.

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