University of California, San Francisco

Medical Assistant 3

550 16th Street, Mission Hall Building, San Francisco, CA 94158

First seen by offpeak October 4, 2026

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JOB SUMMARY

Under the direction of the Practice Manager, and guided by the policies and procedures of Ambulatory Services, the Genetic Counselor Assistant (GCA) is responsible for providing care for patients in the Medical Genetics Clinic. S/he is an integral part of the Medical Genetics team and contributes to the management of diverse aspects of the service, including the coordination of care for patients, optimization of clinic and operational workflows, and working collaboratively with the team to create a patient-centered environment.

The GCA works closely with the administrative, clinical, and management teams to support practice operations, customer service recovery, and intervention efforts. S/he provides support to all functions of the Medical Genetics team. The GCA is a team player who works closely with others and who is flexible in dealing with the changing priorities. S/he is a self-reliant individual who synthesizes his/her knowledge of practice operations in order to problem-solve, prioritize, and facilitate complex transactions in the course of his/her daily activities.

In collaboration with the Medical Genetics team, the GCA is responsible for assisting providers in the care coordination of patients in a variety of ways, including, but not limited to: procuring medical records, interviewing patients to obtain medical history, routine clinical functions, sample collection for testing, and outreach to patients.

Additional responsibilities include coordinating and scheduling appointments, updating patients’ electronic medical records, routing telephone calls, assisting with the creation of educational materials and patient letters, participating in team meetings and performance/quality improvement projects, and other duties as assigned. The GCA will also provide cross-coverage between the Medical Genetics sections and be available to travel to other clinic locations to provide support as needed.

This position makes a difference for patients in an outpatient care unit by providing excellent customer service and facilitating and ensuring the accuracy of the information flow between team members and other departments. S/he must consistently project a professional and courteous demeanor. The GCA must have excellent oral and written communication skills and be able to work well with minimal supervision in a complex, fast-paced, and challenging environment. S/he is required to comply with the Medical Center House and Telephone Standards and is sensitive to the needs of patients, staff, and providers at all times.

DUTIES & ESSENTIAL JOB FUNCTIONS

JOB FUNCTIONS

Approx. Time Spent

ADMINISTRATIVE

20%

Procure appropriate medical records, including testing results, as needed

Ensure medical questionnaires are received and entered into chart

Provide phone coverage and route calls

Reconcile follow up appointment report with schedule slips; schedule follow ups as needed and coordinate appointments with other specialties

CLINICAL

40%

Interview patients and document demographics and personal and family history

Construct pedigree based on template and/or pedigree software, and upload to chart

Update patient EMR as needed

Update patients on provider wait times

Perform routine clinical functions, including but not limited to vital signs, height, weight, head circumference, pain screening, and documentation of chief complaints and medication reconciliation as needed

Obtain saliva samples for transport to laboratories within and outside of UCSF

Escort patients to the laboratory for blood draws as needed

Pend orders for medication refills for MD follow-up

Ensure scheduling slips are provided to all patients

Comply with UCSF policy regarding documentation in EMR (e.g. documentation of interpreter, telephone encounters, etc.)

Call patient/family with negative test results (using a script) and document phone call in APeX telephone encounter

Enter data into Medical Center databases as needed

CARE COORDINATION

25%

Ensure appropriate test requisition forms are completed for genetic testing and/or financial support (CCS app and/or GHPP app)

Act as liaison with laboratories to ensure all samples and required forms and consents are completed and received, including follow up with patients who collect samples for their testing outside of UCSF

Update patients when test financing options have been identified (after authorization process) and assist providers with appeals as needed and within scope of HA role

Assist with drafting patient letters from a template and mailings, including but not limited to: medical necessity to support authorization for genetic testing, requests for charity funds to support patient testing and school forms

Work closely with social work to facilitate care coordination of vulnerable patients

GENERAL

15%

Identify improvement opportunities in clinic and operational workflows and participate in improvement initiatives

Attend and actively participate in team meetings, including but not limited to: huddles, operation meetings, and clinic prep meetings as it pertains to the work of the GCA

Comply with work-related policies, including: certification renewal, annual UCSF Learning Center assignments, annual PPD, use of benefits, dress code, identification, and privacy practices

Total Breakdown

100%

LIVING PRIDE STANDARDS

Service Excellence

Demonstrates service excellence by following the Everyday PRIDE Guide with the UCSF Medical Center standards and expectations for communication and behavior. These standards and expectations convey specific behavior associated with the Medical Center’s values: Professionalism, Respect, Integrity, Diversity and Excellence, and provide guidance on how we communicate with patients, visitors, faculty, staff, and students, virtually everyone, every day and with every encounter. These standards include, but are not limited to: personal appearance, acknowledging and greeting all patients and families, introductions using AIDET, managing up, service recovery, managing delays and expectations, phone standards, electronic communication, team work, cultural sensitivity and competency.
Uses effective communication skills with patients and staff; demonstrates proper telephone techniques and etiquette; acts as an escort to any patient or family member needing directions; shows sensitivity to differences of culture; demonstrates a positive and supportive manner in which patients / families/ colleagues perceive interactions as positive and supportive. Exhibits team work skills to positively acknowledge and recognize other colleagues, and uses personal experiences to model and teach Living PRIDE standards.
Exhibits tact and professionalism in difficult situations according to PRIDE Values and Practices
Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies and procedures related to Protected Health Information (PHI) or other sensitive and personal information.
Demonstrates an understanding of and adheres to safety and infection control policies and procedures.
Assumes accountability for improving quality metrics associated with department/unit and meeting organizational/departmental targets.

Work Environment

Keeps working areas neat, orderly and clutter-free, including the hallways. Adheres to cleaning processes and puts things back where they belong. Removes and reports broken equipment and furniture.
Picks up and disposes of any litter found throughout entire facility.
Posts flyers and posters in designated areas only; does not post on walls, doors or windows.
Knows where the Environment of Care Manual is kept in department; corrects or reports unsafe conditions to the appropriate departments.
Protects the physical environment and equipment from damage and theft.

OTHER FUNCTIONS AND RESPONSIBILITIES

Demonstrates innovation and flexibility regarding the modification of tasks or workflows within assigned duties and job functions.
Performs other duties as assigned. May include, but not limited to, being cross-trained for other Genetics patient care coordination services.

QUALIFICATIONS/LICENSURE/CERTIFICATIONS

Required

Bachelor’s degree in a biological/health science OR an equivalent combination of education and experience OR current certification from an approved Medical Assistant program OR must be completed within the first 6 months of hire OR equivalent combination of training and experience.
Current AHA BLS certification OR must be completed within the first 6 months of hire.
Strong computer skills and experience with Microsoft Office software, including: Word, Excel, and PowerPoint.
Excellent organizational, interpersonal, and communication (both verbal and written) skills.
Ability to analyze information and situations, prioritize tasks, develop solutions and make recommendations.
Ability to use good judgment and work independently, with little supervision, and in a team setting.
Ability to develop and maintain effective working relationships across the healthcare system.
Ability to adapt to an ever-changing, fast-paced environment.

Preferred

Experience in Genetics and able to demonstrate knowledge of medical/genetic terminology and concepts.
Experience as a research coordinator or assistant.
Experience with EPIC electronic medical record application, File Maker Pro, and any type of pedigree drawing software.
Leadership/management experience.
Bi-lingual or multi-lingual capability (Spanish, Cantonese, and Russian).

POPULATIONS SERVED

This position will work with patients of all ages and their families, as the Genetics clinic provides care for the pediatric and adult population. Patients also have diverse ethnic, cultural, and socioeconomic backgrounds. The incumbent must be able to deal sensitively and effectively with patients while providing appropriate service based on the specific needs of the individual.

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