Ambulatory Admin Supervisor

Details

Posted: 05-Apr-24

Location: La Jolla, California

Salary: Open

Categories:

Other Staff/Administrative
Staff/Administrative

Internal Number: 129016

UCSD Layoff from Career Appointment: Apply by 4/5/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/17/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Under general direction from the Clinic Manager, the Maternal-Fetal Care Admin Supervisor supervises clinic operations staff involved in routine functions. Oversight of administrativeareas such as registration, new patient coordination, scheduling, medical records storage and maintenance, facilities, insurance authorizations, and clinical support staff such as medical assistants.

Key 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.
• Keeps staff informed of procedural changes and external regulations. Participates in regulatory rounding and resolution to identified deficiencies.
• Evaluates subordinate staff and participates in decision-making on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters.
• 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 in order to ensure consistently prompt, effective service to patients and visitors.
• 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. Gather the material facts and files incident reports across a broad range of issues, such as privacy, safety, or customer service. Escalates and triages to appropriate leadership for resolution and follow up.
• 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.
• Performs revenue management functions, such as maintaining systems for charge captures, reporting, supervising data entry and cash collection, following up on discrepancies and other issues. Consults with billing professional colleagues on questions and issues as needed.
• 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.
• Operates within budgetary parameters in the management and distribution of material and fiscal resources. May participate in budgeting and drafting proposals for capital projects.
• 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.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Seven (7) years of related experience, education/training OR A Bachelor's Degree in business, healthcare administration or related area plus three (3) or more years of related experience/training.

• Experience and proven success in skills to supervise support staff in clinic / center administration, and effectively manage multiple priorities in a fast-paced, dynamic environment

PREFERRED QUALIFICATIONS

• Previous experience in outpatient clinic.
• Experience and knowledge of ultrasound equipment and capital purchasing.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Pay Transparency Act

Annual Full Pay Range: $67,200 - $119,600 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.18 - $57.28

Factors in determining the appropriate compensation for a role include experience, skills, knowle

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