Ambulatory Care Administrative Supervisor
- Full Time
About the role
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 Center is 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.
% 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%.) |
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