Ambulatory Care Administrative Coordinator 3

Under the supervision of the Administrative Director of the Department of Neurological Surgery-Spine, the Ambulatory Administrative Coordinator will work independently and have primary responsibility for the day-to-day oversight of administrative support services provided to faculty and patients for the Parnassus Campus Spine Center. The Ambulatory Administrative Coordinator will be responsible for overseeing maintaining a patient database, managing patient scheduling, and coordinating advertisement of services to patients and providers, coordinating any relevant meetings. The Administrative Coordinator is responsible for ensuring all required work is completed in the clinics to ensure efficient scheduling and billing of patients. The administrative coordinator facilitates positive interaction among staff, patients, and physicians within the practice. S/he works to establish and promote teamwork among the staff and providers. The program Administrative Coordinator must have the ability to perform and prioritize multiple tasks and work well with staff, patients and providers. A high degree of independence, initiative, assertiveness, and diplomacy are necessary in dealing with faculty, staff and patients in a complex environment.

This position ensures and is responsible for all specialty communication and resources necessary for each physician's clinic; including, but not limited to, employee management/supervision (when covering practice manager), outpatient coordination, clinic flow and function, problem resolution, and pre-planning and efficiency. Other duties as assigned by manager or director.

The UCSF Department of Neurosurgery is ranked #3 best neurosurgery program in the nation by US news. We serve a large population of cranial, spine, and neuro-oncology patients and offer world class care to our patients.

We are dedicated to meeting the UCSF Pride mission statement and our medical staff include highly trained and world renowned physicians who have specialized training in brain and spine surgery.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Knowledge, Skills and AbilitiesReq / PrefThorough knowledge of the clinical and operational implications of medical billing practices including some coding, billing systems and documentation requirements. Knowledge of ambulatory care clinic practice management including patient care workflows and processes. Thorough understanding of medical terminology and specialized clinical knowledge of clinic practice area.Required Excellent communication skills; includes active listening and critical thinking. Demonstrated ability to clearly and concisely communicate clinic content, rules and regulations. Strong skills to communicate effectively with all levels of staff, faculty, students, vendors, and other external constituents-both verbally and in writingRequiredStrong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others.RequiredProductive in work volume, speed, quality and consistency. Ability to see projects through to completion on deadline. Excellent interpersonal judgment and discretion. Ability to work well as part of an administrative team with a customer service orientation towards co-workers, faculty and researchers.RequiredAbility to perform all commonly applicable functions in the Microsoft Suite. Skills in data management. Effectively uses relevant healthcare and clinic operations information technology, including billing systems and medical record documentation.RequiredThorough knowledge of data management and documentation methods used in ambulatory care clinics.RequiredAbility to be a leader and a follower, as is appropriate for the situationRequiredBA/BS with a major in a related field and/or two years of experience in administrative analysis or operations research or an equivalent combination of education and experienceRequired2 years' experience with leadership and the development of staff and other staffPreferred3 years prior experience in medical office environment.Required

Education

Req / Pref

Bachelor''s degree in related area and / or equivalent experience / training.Required

Licenses

Req / Pref

None

Certifications

Req / Pref

None

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35%

Y

CLINIC PRACTICE OVERSIGHT, COORDINATION AND COMMUNICATION

• Coordinates the front-end of clinic practice with timely checking-in patients and complies with UCSF Medical Center consent and terms of services agreement form collection.
• Acts as a resource for the back-end of clinic practice by providing solution-oriented advice for patient service needs and provides check-out for all patients exiting the practice. Provide education on how to obtain outside referral services.
• Oversees and coordinates appointments with providers as required and ensures staff in unit is well trained and able to complete work efficiently.
• Discusses practice policies and procedures with patients and referring physicians. Escalates problems to Manager or faculty if needed.
• Answers questions about provider schedules and acts as a resource to other medical center practices and ancillary service administrative staff.
• Assists providers in creating and modifying on-call schedules.
• Seeks opportunities to improve patient convenience. Utilizes service recovery amenities as appropriate. Contributes to the development of a patient-focused environment.
• In conjunction with providers, develops patient education and information materials to be provided to patients and placed on web site.
• Maintains the programs' voicemail and email communication.
• Maintains patient database and provides reports and updates as requested, including utilization and outcomes information.
• Coordinates communication among patients and providers.
• Works collaboratively in the development of patient forms and ensures all forms are approved through UCSF Medical Center Forms approval process. Oversees implementation of new forms and patient materials.
• Build, implement and maintain contracting for outreach development workshops for spine education.
• Provides on-going problem resolution for staff-related, patient-related, and physician-related incidents
• Maintains and improves language interpreting services for patient and provider needs.
• Point-person for physicians and patients for disability, work-related forms, and leave of absence paperwork. Executes completion of ALL and ANY forms especially for state disability.
• Initiate and maintain online EDD program for physicians.
• Provides academic assistance for doctors on per project basis.
• Complies monthly Press Ganey satisfaction reports
• Analyzes monthly EMMI reports.
• Assist in the on-boarding of new physician, including and not limited to, licensee verification, reimbursement assistance, marketing material, and marketing physician to outside facilities.

45%

Y

ADMINISTRATION

• Provides leadership and guidance to support staff and medical assistants
• Prepares documentation for new hires department orientation and provides training and competencies. Participates in candidate interviews.
• Sets standards, encourage efficient and productive performance on key metrics and take appropriate corrective actions. Must be willing to address conflict resolsution through appropriate intervention.
• Train support staff and medical assistants.
• Provides Coverage for Neuro-spine practice manager when he/she is out of office

10% Implements the clinic''s new initiatives, identifying challenges to meeting strategic goals and implementing solutions. Improves clinic quality especially regarding teaching and patient experience. Responds to common patient concerns and escalates sensitive situations as necessary. Designs, implements and evaluates a variety of quality, service, production, and operational improvement reports.

5%

Reviews documentation to ensure the correct documentation of diagnoses, procedure codes, modifiers. Conducts periodic chart audits to verify complete and accurate documentation and analyze performance (exemplary or deficient findings). Supports incident reporting by escalating privacy, safety or customer service incidents and documents material facts as requested. Ensures required data and stats are documented to maintain compliance with internal and external standards and regulations.

5%

Monitors space and physical inventory and reporting requirements. Engages service providers for the upkeep of the space and equipment coordinating repairs with the facilities manager; serves as a liaison with outside service providers including repair firms, supplies and equipment manufacturers, and custodial services; and addresses ergonomics and safety issues. Coordinates vendor contracting.

0

0

0

0

0

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%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35%

Y

CLINIC PRACTICE OVERSIGHT, COORDINATION AND COMMUNICATION

• Coordinates the front-end of clinic practice with timely checking-in patients and complies with UCSF Medical Center consent and terms of services agreement form collection.
• Acts as a resource for the back-end of clinic practice by providing solution-oriented advice for patient service needs and provides check-out for all patients exiting the practice. Provide education on how to obtain outside referral services.
• Oversees and coordinates appointments with providers as required and ensures staff in unit is well trained and able to complete work efficiently.
• Discusses practice policies and procedures with patients and referring physicians. Escalates problems to Manager or faculty if needed.
• Answers questions about provider schedules and acts as a resource to other medical center practices and ancillary service administrative staff.
• Assists providers in creating and modifying on-call schedules.
• Seeks opportunities to improve patient convenience. Utilizes service recovery amenities as appropriate. Contributes to the development of a patient-focused environment.
• In conjunction with providers, develops patient education and information materials to be provided to patients and placed on web site.
• Maintains the programs' voicemail and email communication.
• Maintains patient database and provides reports and updates as requested, including utilization and outcomes information.
• Coordinates communication among patients and providers.
• Works collaboratively in the development of patient forms and ensures all forms are approved through UCSF Medical Center Forms approval process. Oversees implementation of new forms and patient materials.
• Build, implement and maintain contracting for outreach development workshops for spine education.
• Provides on-going problem resolution for staff-related, patient-related, and physician-related incidents
• Maintains and improves language interpreting services for patient and provider needs.
• Point-person for physicians and patients for disability, work-related forms, and leave of absence paperwork. Executes completion of ALL and ANY forms especially for state disability.
• Initiate and maintain online EDD program for physicians.
• Provides academic assistance for doctors on per project basis.
• Complies monthly Press Ganey satisfaction reports
• Analyzes monthly EMMI reports.
• Assist in the on-boarding of new physician, including and not limited to, licensee verification, reimbursement assistance, marketing material, and marketing physician to outside facilities.

45%

Y

ADMINISTRATION

• Provides leadership and guidance to support staff and medical assistants
• Prepares documentation for new hires department orientation and provides training and competencies. Participates in candidate interviews.
• Sets standards, encourage efficient and productive performance on key metrics and take appropriate corrective actions. Must be willing to address conflict resolsution through appropriate intervention.
• Train support staff and medical assistants.
• Provides Coverage for Neuro-spine practice manager when he/she is out of office

10% Implements the clinic''s new initiatives, identifying challenges to meeting strategic goals and implementing solutions. Improves clinic quality especially regarding teaching and patient experience. Responds to common patient concerns and escalates sensitive situations as necessary. Designs, implements and evaluates a variety of quality, service, production, and operational improvement reports.

5%

Reviews documentation to ensure the correct documentation of diagnoses, procedure codes, modifiers. Conducts periodic chart audits to verify complete and accurate documentation and analyze performance (exemplary or deficient findings). Supports incident reporting by escalating privacy, safety or customer service incidents and documents material facts as requested. Ensures required data and stats are documented to maintain compliance with internal and external standards and regulations.

5%

Monitors space and physical inventory and reporting requirements. Engages service providers for the upkeep of the space and equipment coordinating repairs with the facilities manager; serves as a liaison with outside service providers including repair firms, supplies and equipment manufacturers, and custodial services; and addresses ergonomics and safety issues. Coordinates vendor contracting.

0

0

0

0

0

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%.)