Practice Manager

Job Summary

Under the general supervision of the Director, the Administrative Director (AD) will oversee clinic operations and will have primary responsibility for the supervision of administrative staff at UCSF's Bayfront primary & specialty care outpatient clinics. The AD will also have shared oversight of patient support staff at both sites (i.e. medical assistants, LVNs, etc.) in coordination with the Administrative Nurse Manager.

The AD will be responsible for supervising the operational, human resource, administrative and business functions of the Bayfront primary & specialty care outpatient clinics. These functions include, but are not limited to, practice revenue management, billing systems and procedures, facilities and safety procedures, registration, new patient coordination, scheduling, medical records storage and maintenance, and insurance authorizations. They 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. The AD will work on a regular basis with leadership in the 13 different departments -Allergy, Audiology, Cardiology, Dermatology, Endocrinology, GI/Hepatology, Neurosurgery, OHNS, Primary Care, Pulmonology, Rheumatolgy, Urology, and Vascular Surgery.

The AD will actively be involved in all aspects of facility management, day-to-day operations, implementation of a revised practice model, and development and implementation of a revised staffing plan based on staffing/schedule changes.

This individual will also play a key role in program expansion as additional services are added. The AD will work closely with the Administrative Director, Administrative Nurse Manager and Medical Directors in support of departmental goals. Approximately 6 staff will report directly to the PM.

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

Required Qualifications

• 3-5 years overall experience in related field.
• 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.
• Demonstrated managerial skills and human resources management knowledge, including staff deployment, resource utilization, budgeting and financial management, quality improvement, and program planning and implementation.
• Strong written, verbal, and interpersonal communications skills to convey complex information, instructions, and guidelines in a clear, concise, and specific manner, and to influence and persuade all levels of staff.
• Knowledge of relevant healthcare and clinic operations information technology, including billing systems and patient care workflows and processes.
• Demonstrated knowledge of relevant regulatory requirements, as well as related legislative, accreditation, licensing, and compliance environments.
• 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 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.
• Excellent analytical and problem-solving skills

Preferred Qualifications

• Bachelor''s degree in related area and / or equivalent combination of experience / training.
• Project Management and/or application system implementation experience.
• Previous experience in medical office registration, scheduling and billing
• Knowlegde/experience with EPIC software utilization

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10%

YesImplements and monitors the financial process for a comprehensive view of current and forecasted clinic performance, to include revenues, costs, industry trends, and reimbursements.

20%

YesManages the clinical and operational functions and staff. Recommends allocation of staff, space, equipment, and other resources to optimize the delivery of clinical services. Implements quality improvement systems. Ensures compliance with internal policies and external regulations.

5%

YesResearches and prepares proposals for facilities expansion, satellite development, construction, space planning, capital equipment requests, and staffing needs.

10%

YesResponsible for employee recruitment, performance evaluation, progressive discipline, and staff development. Works collaboratively with Labor Relations on bargaining unit issues and contract negotiations at the local level.

5%

YesResearch, develop, and recommend internal policies and procedures for identifying, eliminating or mitigating risk management issues within the practice(s).

20%

YesPromotes a workplace culture with a focus on meeting or exceeding patient service standards. Develops an environment that encourages creativity, efficiency, engagement, quality of care, safety, and innovations in operations.

10%

YesImplements processes and metrics to assure viability of existing programs, practice patient staffing patterns, and optimize productivity. Recommends operational performance improvements that impact marketability and service.

10%

YesResolves 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%

YesAssures internal policies and external regulations are followed in regards to billing and coding practices and cash handling.

5%

YesFunctions 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.

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)

10%

YesImplements and monitors the financial process for a comprehensive view of current and forecasted clinic performance, to include revenues, costs, industry trends, and reimbursements.

20%

YesManages the clinical and operational functions and staff. Recommends allocation of staff, space, equipment, and other resources to optimize the delivery of clinical services. Implements quality improvement systems. Ensures compliance with internal policies and external regulations.

5%

YesResearches and prepares proposals for facilities expansion, satellite development, construction, space planning, capital equipment requests, and staffing needs.

10%

YesResponsible for employee recruitment, performance evaluation, progressive discipline, and staff development. Works collaboratively with Labor Relations on bargaining unit issues and contract negotiations at the local level.

5%

YesResearch, develop, and recommend internal policies and procedures for identifying, eliminating or mitigating risk management issues within the practice(s).

20%

YesPromotes a workplace culture with a focus on meeting or exceeding patient service standards. Develops an environment that encourages creativity, efficiency, engagement, quality of care, safety, and innovations in operations.

10%

YesImplements processes and metrics to assure viability of existing programs, practice patient staffing patterns, and optimize productivity. Recommends operational performance improvements that impact marketability and service.

10%

YesResolves 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%

YesAssures internal policies and external regulations are followed in regards to billing and coding practices and cash handling.

5%

YesFunctions 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.

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%.)