Ambulatory Care Administrative Supervisor

UCSF•Berkeley, CA

11d•$94,300 - $201,300

About The Position

The Ambulatory Care Administrative Supervisor oversees operations at the UCSF Berkeley Outpatient Center, a multispecialty clinical site. The role supervises clinic operations across multiple providers, clinics, and/or practices and may supervise administrative and patient-support staff, coordinating with the nursing lead. Areas of oversight can include practice revenue management, billing systems and procedures, facilities and safety, registration, new-patient coordination, scheduling, medical-record maintenance, and insurance authorizations. The supervisor manages daily clinic operations and staff, ensures compliance with applicable standards and regulations, leads staff training and performance management, and develops procedures to improve service and operational efficiency. The role also addresses escalated patient and operational issues, supports quality-improvement efforts, coordinates IT and facility needs, and monitors fiscal and material resources within budgetary parameters.

Requirements

Bachelor’s degree in a related area, or an equivalent combination of experience and training.
3–5 years of overall experience in a related field, including a minimum of 3 years of supervisory experience.
Clinic or center management experience, with progressive expertise in practice management, scheduling, customer-service methods, incident reporting, regulatory compliance, accreditation requirements, and information technology.
Ability to organize, manage multiple priorities, and delegate work efficiently.
2–3 years of overall experience working with represented employees.
Supervisory and organizational skills to effectively supervise staff and manage complex workflows and multiple priorities in clinic or center administration.
Strong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient-service standards, regulatory requirements, and best practices.
Strong knowledge of human-resources management policies, with the ability to train, monitor, evaluate, and document HR issues and performance, and participate in HR decision-making.
Strong analytical and critical-thinking skills, including the ability to analyze problems, determine appropriate interventions, and develop and apply effective solutions.
Strong interpersonal skills for collaboration with management, staff, consultants, and outside agencies.
Strong written and verbal communication skills, including the ability to train and mentor staff, clearly convey complex administrative, clinical, and technical information, and prepare and present reports, documentation, analyses, and project proposals.
Strong knowledge of business software, specialized applications, and data-management systems used in clinic or center operations.

Nice To Haves

Master’s degree in a related field.

Responsibilities

Supervise and potentially schedule staff involved in daily clinic operations; oversee reception, registration, insurance authorization, scheduling, data entry, and responses to patient concerns; propose operational improvements and ensure timely, compliant work.
Ensure compliance with external regulatory requirements, communicate changes to staff, participate in regulatory rounding, and ensure identified deficiencies are resolved.
Evaluate subordinate staff and participate in or make decisions regarding hiring, salary actions, discipline, performance ratings, job descriptions, classifications, and unit reorganization.
Ensure staff orientation and training; maintain training materials and programs; monitor and coach staff to meet service, policy, regulatory, quality, and productivity expectations.
Develop and implement procedures for reception, scheduling, medical-record filing, and traffic flow; participate in quality-improvement teams to improve operational efficiency and integration of clinic functions.
Resolve escalated issues, serve as a resource, support implementation and monitoring of quality-improvement programs, and ensure resolution of incident reports involving matters such as privacy, safety, and customer service.
Ensure appropriate training, certification, and access for staff using applicable IT systems; coordinate technical assistance; communicate security protocols and regulatory changes; participate in workgroups concerning IT solutions for practice operations.
Perform or supervise revenue-management functions, including quality and compliance audits, provider education on coding requirements, system-improvement recommendations, and training billing and registration staff on new procedures.
Ensure facilities are maintained, coordinate with Facilities and/or Environmental, Health and Safety, conduct facilities rounds, and potentially oversee renovation projects.
Monitor fiscal and material resources against budget parameters, participate in budgeting, and draft capital-project proposals.
Serve as a resource and role model for staff handling patient concerns; coach staff to follow customer-service standards; assess customer-service patterns and develop and implement improvements.