Ambulatory Care Administrative Coordinator 2

University of California San Francisco•San Francisco, CA

About The Position

Under direct supervision and guided by the procedures of Ambulatory Services, the Ambulatory Administrative Coorindator, is responsible for managing the clinical coordination of the Cochlear Implant program. Responsibilities include the daily operational management of the Balance and Falls Center along with the Otology department which include patient liaison, data analysis and marketing work, compliance and quality assurance, financial management of cash-flow into the clinic, patient satisfaction, analysis of operational trends, deficiencies, and opportunities for creation of plans for implementation. S/he is knowledgeable about all aspects of scheduling and the revenue cycle, such as registration, scheduling, referral coordination, insurance authorizations, check-out, pricing and billing of services, cash collection and NOFO/NOFI practices. The Ambulatory Administrative Coordinator owns and manages the Balance and Fall Center along with the Otology department patient database. The Ambulatory Administrative Coordinator must be able to use this database as well as identify/create reporting to creatively analyze referral sources and abstract information from health care plans and medical records from referring practices to identify marketing strategies and create the optimal patient and provider experience. The Ambulatory Administrative Coordinator is the primary leadership resource for the Balance and Falls program. As such, s/he is responsible for updating database and preparing any necessary documents for weekly team meetings with internal and external providers, is responsible for purchasing and managing inventory of all hearing aid and cochlear implant related supplies/equipment, must resolve billing problems including working assigned reports to resolve problems and ensure payment on accounts, and must independently trouble-shoot daily issues, including patient, staff, and provider concerns and escalate them to management as appropriate. The Ambulatory Administrative Coordinator is the face of the program and will work collaboratively with other departments and recognize the synergistic value of partnerships with other practices. The Ambulatory Administrative Coordinator works as a central point of contact to create a comprehensive patient experience and care plan for patients and may be involved in test assisting. S/he works as a team member with other practice staff and consistently projects a professional and courteous demeanor. The Ambulatory Administrative Coordinator is required to comply with the Medical Center House and Telephone Standards. They must pay close attention to detail and demonstrate excellent customer service skills with patients and staff. In addition to providing the day-to-day practice support, the incumbent also assists in staff orientation and ongoing training; redistributes work within the OHNS team as needed; covers for OHNS staff when they are out; helps to supervise and cover other areas of the practice when the manager or supervisor is off-site; provides input on employee evaluation and hiring of staff. The incumbent 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 final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles) Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Acquiring knowledge of Patient Rights & Responsibilities, Joint Commission standards, and Centers for Medicare / Medicaid regulations. Knowledge of Medical Terminology.

Requirements

Knowledge of data collection, compilation, and analytical techniques.
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 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.
Skills to comprehend and assess patient's grievances to quickly locate appropriate resource for assistance.
Working knowledge of the organization and how to get issues resolved.
Solid interpersonal and customer service skills.
Ability to be diplomatic and highly organized.
Ability to remain calm under pressure and apply sound judgment.
Ability to work independently in a fast-paced, demanding environment with minimal supervision.
Ability to manage and oversee multiple tasks simultaneously, including high daily call volume.
Ability to communicate effectively, both orally and in writing.
Proficiency with Windows-based software including Microsoft word, Excel, Outlook.
Knowledge of computer systems and software used in functional area.
Prior experience with EPIC EMR
Bachelor's degree in related area and / or equivalent experience / training.
2-3 years of experience within Otolaryngology – Head and Neck Surgery

Responsibilities

managing the clinical coordination of the Cochlear Implant program
daily operational management of the Balance and Falls Center along with the Otology department which include patient liaison, data analysis and marketing work, compliance and quality assurance, financial management of cash-flow into the clinic, patient satisfaction, analysis of operational trends, deficiencies, and opportunities for creation of plans for implementation
own and manage the Balance and Fall Center along with the Otology department patient database
updating database and preparing any necessary documents for weekly team meetings with internal and external providers
purchasing and managing inventory of all hearing aid and cochlear implant related supplies/equipment
resolve billing problems including working assigned reports to resolve problems and ensure payment on accounts
independently trouble-shoot daily issues, including patient, staff, and provider concerns and escalate them to management as appropriate
work collaboratively with other departments and recognize the synergistic value of partnerships with other practices
work as a central point of contact to create a comprehensive patient experience and care plan for patients and may be involved in test assisting
assist in staff orientation and ongoing training
redistribute work within the OHNS team as needed
cover for OHNS staff when they are out
help to supervise and cover other areas of the practice when the manager or supervisor is off-site
provide input on employee evaluation and hiring of staff