Ambul Care Admstn Supv 1

University of California, San Francisco•San Francisco, CA

6d•Onsite

About The Position

Under the general supervision of the Manager, this role involves independent work and primary responsibility for supervising mid-level and administrative support staff. The Supervisor will oversee the operational, human resource, administrative, and business functions of the Pulmonary Practices, Lung Health, Sleep Disorders, and Sleep labs. Key attributes for this role include the ability to perform and prioritize multiple tasks, work effectively with staff, patients, and providers, and demonstrate a high degree of independence, initiative, assertiveness, and diplomacy in a complex environment. The Supervisor will manage staff from various departments including Adult Sleep Lab, Pediatric Sleep Lab, Sleep Disorders Center, Pulmonary Department, MZ, Pulmonary Fellows Program, Pulmonary Rehab, and Pulmonary Function Lab at MZ, while also supporting providers within these departments. Additionally, the Supervisor will act as an analyst to the Manager. The UCSF Pulmonary Division serves a high-volume adult population with diverse pulmonary and sleep disorder conditions, offering services such as office visits, RN triage, airway clearance teaching, sleep tests, pulmonary rehab, pulmonary functions, injections, sputum induction, and Pentamidine.

Requirements

Flexibility to orient and work in all UCSF Health Locations.
BA or BS or equivalent combination of experience/training.
Recent 6 months of experience in an ambulatory setting.
Recent 6 months of experience in navigating Insurance portals for authorizations.
Skills to supervise support staff in clinic/center administration.
Ability to effectively manage multiple priorities in a fast-paced, dynamic environment.
Knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirements.
Basic knowledge of human resources management policies.
Ability to train, monitor, evaluate, and document human resources issues and performance.
Ability to provide input to decision-making on human resources matters.
Detail-oriented with the ability to apply analytical and critical thinking skills to quickly analyze problems, determine appropriate level of intervention, and apply effective solutions.
Self-starter and able to identify improvement opportunities.
Knowledge and experience with Pulm and Sleep Decision Trees.
Knowledge in Pulm and Sleep subspecialties.

Responsibilities

Schedules staff in the coordination of daily operations and activities of clinic operations.
Implements changes or new procedures to improve operational efficiencies.
Ensures work is completed in a timely manner and in compliance with internal standards and external regulations.
Proposes changes or new procedures to improve operational efficiencies.
Resolves escalated issues in areas under supervision, such as patient reception, registration, insurance authorizations, scheduling, data entry, and responding to patient concerns.
Implements established quality improvement processes.
Gathers material facts and files incident reports across a broad range of issues, such as privacy, safety, or customer service.
Escalates and triages issues to appropriate leadership for resolution and follow-up.
Keeps staff informed of procedural changes and external regulations.
Participates in regulatory rounding and resolution to identified deficiencies.
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.
Provides orientation and training to staff, monitors and coaches as needed to assure work is performed in adherence to patient service standards, internal policies, external regulations, and quality/quantity expectations.
Implements and may develop procedures for patient reception, telephone processing, scheduling, electronic medical record workflows, and practice traffic flow to ensure consistently prompt, effective service to patients and visitors.
Ensures appropriate training, certification, and access for staff use of applicable IT systems and applications.
Coordinates IT assistance to resolve issues.
Communicates and holds team accountable for compliance with security protocols and new regulations.
May participate in medical center IT workgroups.
Ensures facilities are well-maintained and coordinates with Facilities and/or Environmental, Health and Safety as needed.
May assist in overseeing facility renovation projects for assigned clinic/center areas.
May participate in facility rounding.
Maintains Clinic Calendars and HBS Run Necessary data and organizes monthly TNB rounding.
Performs revenue management functions, such as maintaining systems for charge captures, reporting, supervising data entry and cash collection, and following up on discrepancies and other issues.
Consults with billing professional colleagues on questions and issues as needed.
Operates within budgetary parameters in the management and distribution of material and fiscal resources.
May participate in budgeting and drafting proposals for capital projects.
Evaluates subordinate staff and participates in decision-making on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters.
Point person for DME/Pharmaceutical reps.
Other duties assigned.