UCSF

Public health sciences university in San Francisco

Ambulatory Care Administrative Supervisor

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours

Full-timeBerkeley, CA, USA$94.3k - $201.3kIn-person

About the Job

Requirements

A bachelor's degree in a related area, or an equivalent combination of experience and training.
Three to five years of overall experience in a related field, including at least three years of supervisory experience.
Clinic or center management experience, with progressive expertise in practice management, scheduling, customer-service methods, incident reporting, regulatory compliance, accreditation requirements, and information technology.
Ability to organize, manage multiple priorities, and delegate work functions efficiently.
Two to three years of overall experience working with represented employees.
Supervisory and organizational skills to supervise staff effectively and manage the complex workflow and multiple priorities involved with clinic or center administration.
Knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, regulatory requirements, and best practices.
Knowledge of human resources management policies, and ability to train, monitor, evaluate, and document human resources issues and performance, and participate in human resources decision-making.
Analytical and critical-thinking skills to analyze problems, determine appropriate interventions, and develop and apply effective solutions.
Interpersonal skills for collaborating with management and staff at all levels, consultants, and outside agencies.
Written and verbal communication skills to train and mentor subordinates, convey complex administrative, clinical, and technical information clearly, and prepare and present reports, documentation, analyses, and project proposals.
Knowledge of business software, specialized applications, and data management systems used in clinic or center operations.

Responsibilities

Supervise and may schedule staff to coordinate daily clinic operations and activities; propose changes or procedures to improve operational efficiency; oversee medical reception, patient registration, insurance authorization, scheduling, data entry, and responses to patient concerns; ensure work is timely and complies with internal standards and external regulations.
Ensure compliance with external regulatory requirements; interpret requirements for the practice setting, update staff on changes, ensure ongoing regulatory rounding, participate in rounding, and ensure identified deficiencies are resolved.
Evaluate subordinate staff and participate in or decide on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters; recommend changes to job descriptions or classifications and propose unit reorganization.
Ensure thorough staff orientation and training; train professional staff; maintain accurate and current training materials and programs; monitor and coach staff to ensure work adheres to patient service standards, internal policies, external regulations, and quality and quantity expectations.
Develop and implement policies and procedures for patient reception, scheduling, medical record filing, and traffic flow; implement systems consistent with policy and external requirements; participate on quality-improvement teams developing plans and programs to increase operational efficiency and integration of clinic or center functions.
Resolve escalated issues and serve as a resource in supervised areas; participate in developing quality-improvement programs and ensure their implementation and monitoring; evaluate incident reports and ensure resolution of issues involving privacy, safety, or customer service.
Ensure staff have appropriate training, certification, and access to applicable information technology systems and applications; coordinate information technology assistance; monitor security protocols and regulatory changes and communicate them to staff and providers; participate in medical center and information technology workgroups on solutions to improve practice operations.
Perform or supervise revenue-management functions, including quality and compliance audits, educating providers on coding requirements, and recommending system improvements; work with billing and registration staff to improve services and train them on new policies and procedures.
Ensure facilities are maintained and coordinate with Facilities and Environmental, Health and Safety; oversee facility renovation projects when needed and conduct facilities rounds.
Monitor and ensure fiscal and material resources are managed within budget parameters; participate in budgeting and draft capital-project proposals.
Serve as a resource and role model for staff handling patient issues; coach and empower staff to respond according to customer-service guidelines and standards; evaluate customer-service patterns and develop, propose, and implement improvement policies and procedures.

Desired Qualifications

A master's degree in a related field.

Job Summary

Supervises clinic operations, typically spanning multiple providers, clinics and / or practices. Subordinates include staff involved with professional operational functions. Oversight of administrative areas such as practice revenue management, billing systems and procedures, facilities and safety procedures, registration, new patient coordination, scheduling, medical records storage and maintenance, insurance authorizations. May also supervise patient support staff such as medical assistants or LVNs, in coordination with the nursing lead.

Department Overview

The UCSF Berkeley Outpatient Centeris a clinical site that offers multi-specialty services in one shared location. The core specialties located at this site are departments of Otolaryngology, Head & Neck Surgery, Audiology, Orthopedic Surgery, Cardiology, Cardiac Surgery, Dermatology, Vascular Surgery, Women’s Health- OB/GYN, UroGyn, Maternal Fetal Medicine, Pulmonary, Physical Therapy/Pelvic Rehab, Optometry, Ophthalmology, Orthopedic Surgery, ,Neurosurgery and Urology,. The staff includes Patient Care/Practice Coordinators, Medical Assistants, providers, Nurses (RNs & LVNs) and Sonographers.

Required Qualifications

Bachelor’s degree in related area and / or equivalent combination of experience / training.
3-5 years overall experience in related field, and minimuim 3 years of supervisory experience
Clinic/Center management experience, with progressive expertise in practice management, scheduling, customer-service methods, incident reporting, regulatory compliance, accreditation requirements, and information technology.
Proven ability to organize, manage multiple priorities, and delegate work functions efficiently.
2-3 years overall experience working with repersented emoplyees
Demonstrated supervisory and organizational skills to effectively supervise staff and to manage the complex workflow and multiple priorities involved with clinic / center administration.
Strong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirement and best practices.
Strong knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to participate in decision-making on human resources matters.
Strong analytical and critical thinking skills, with the ability to quickly analyze problems, determine appropriate level of intervention, and develop and apply effective solutions.
Strong interpersonal skills for effective collaborations with all levels of management and staff, consultants, and outside agencies.
Strong written and verbal communications skills, with the ability to train and mentor subordinates, to convey complex administrative, clinical, and technical information in a clear and concise manner, and to prepare and present a variety of reports, documentation, analyses, and project proposals.
Strong knowledge of business software and specialized applications and data management systems used in clinic / center operations.

Preferred Qualifications

Master’s degree in related field

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
40	Yes	Supervises and may also schedule staff in the coordination of daily operations and activities of clinic operations. Proposes changes or new procedures to improve operational efficiencies. Oversees activities such as medical reception, patient registration, insurance authorization, scheduling, data entry, and responding to patient concerns. Ensures work is completed in a timely manner and in compliance with internal standards and external regulations.
5	Yes	Assures compliance with a broad range of external regulatory requirements. Interprets implications of requirements for practice setting and provides staff with updated information and changes to procedures. Ensures ongoing regulatory rounding is completed, participates in rounding and ensures resolution to identified deficiencies.
10	Yes	Evaluates subordinate staff and participates or decides on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters. May make recommendations to change job descriptions, classifications or propose reorganization of a unit.
5	Yes	Assures thorough orientation and training of all staff. Provides orientation and training to professional staff. Updates and maintains thorough, accurate, and current training materials and programs. Monitors staff and coaches as needed to assure work is performed in adherence to patient service standards, internal policies, external regulations and quality / quantity expectations.
5	Yes	Develops and implements policies and procedures for patient reception, scheduling, medical record filing and traffic flow in order to ensure consistently prompt, effective service to patients and visitors. Implements systems to be consistent with policy and external requirements. Participates on quality improvement teams developing new plans and programs to increase the efficiency of operations and improve integration of diverse clinic / center functions.
5	Yes	Resolves escalated issues and serves as a resource in areas under supervision. Participates in developing quality improvement programs and ensures effective implementation and monitoring. Evaluates and ensures resolution to incident reports across a broad range of issues, such as privacy, safety, or customer service.
5	Yes	Ensures appropriate training, certification, and access for staff use of all applicable IT systems and applications. Coordinates IT assistance to resolve issues. Keeps abreast of security protocols and new regulations; disseminates to staff and providers. Participates in medical center and IT workgroups regarding, but not limited to, implementation of IT solutions to improve practice operations.
5	Yes	Performs or supervises revenue management functions, such as auditing for quality and compliance, educating providers in coding requirements and recommending system improvements. Works with billing and registration staff to improve services and trains on new policies and procedures.
5	Yes	Ensures facilities are well-maintained and coordinates with Facilities and / or Environmental, Health and Safety as needed. May oversee facility renovation projects for assigned clinic / center areas. Conducts facilities rounding.
5	Yes	Monitors and ensures that fiscal and material resources are managed according to budgetary parameters across assigned clinic(s) or center(s). Actively participates in budgeting and drafts proposals for capital projects.
10	Yes	Functions as a resource and role model for staff in handling patient issues and concerns. Coaches and empowers staff to respond to patient issues according to established customer service guidelines and standards. Evaluates patterns in regards to customer service and develops, proposes and implements policies and procedures for improvement.
100%		(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Budgeted Job Salary Range: 94,300 -201,300

About the Company

UCSF

Public health sciences university in San Francisco

UC San Francisco is a public research university in San Francisco focused solely on health sciences, combining professional education with biomedical research and patient care. Its schools of dentistry, medicine, nursing and pharmacy train clinicians and scientists, while teams investigate cancer, immunology, genomics and neuroscience. UCSF Medical Center and Benioff Children's Hospitals connect clinical care with faculty research and training, and university clinics serve patients across Northern California. Founded in 1864, UCSF is the University of California campus dedicated to graduate and professional education and biomedical research, based in San Francisco.

Company size: 10,001+
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: 1864

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