Ambulatory Administrative Supervisor

• Supervises clinic operations staff involved in routine functions. Oversight of administrative areas such as registration, new patient coordination, scheduling, medical records storage and maintenance, facilities, insurance authorizations, and clinical support staff such as medical assistants. Under the general supervision of the AMBUL CARE ADMSTN MGR 1, the AMBUL CARE ADMSTN SUPV 1 will be responsible for overseeing the daily operational, human resource, administrative, and business functions of one or more imaging locations in the Department of Radiology (Walnut Creek, Berkeley, Oakland, Parnassus, Mt. Zion, Montgomery Street, China Basin, and Mission Bay). AMBUL CARE ADMSTN SUPV 1 is a team player who works closely with others and who is flexible in dealing with the changing priorities. He/she is a self-reliant individual who synthesizes his/her knowledge of day-to-day operations in order to problem-solve, prioritize and facilitate complex transactions in the course of his/her daily activities. This position works as part of a team and independently. This position performs in-depth analysis and contributes ideas to the development of new programs, policies, and procedures. A high degree of proficiency and professionalism is essential. The goal is to make day to day operations at every Radiology location seamless and transparent for patients and physicians. This position will be a liaison for patients, clinics, radiologists and referring physicians. Individual will need the ability to think quickly and spontaneously, to adhere to policy while also being creative and flexible and to create an environment that is easily accessible to our customers. This position will assist the AMBUL CARE ADMSTN MGR 1 with specific tasks, training and special projects. This position must demonstrate the ability to perform all aspects of radiology front line workflows with superior quality. This position will also play a critical role in monitoring and coordinating communication between the front and back end of Radiology. Department Overview The Radiology Department is a specialty medical service that offers a wide range of imaging techniques to diagnose and treat a broad range of medical conditions. The Diagnostic Section utilizes ionizing radiation through the use x-rays, radiography and fluoroscopy. At UCSF Medical Center, we offer the full spectrum of techniques, using the most advanced equipment. Combined with Bone Densitometry, Mammography, CT scans, MRI, PET, Ultrasound and Interventional we perform more than 500,000 procedures annually. In fact, a number of radiology advancements and applications were developed here. Responsibilities % of time Essential Function (Yes/No ) Key Responsibilities (To be completed by Supervisor) 55% YES Supervises between 5
• 15 FTE Personnel in daily work assignments, maintain adequate staffing in areas of supervision, and monitors equitable distribution of workload and work assignments. Recommends personnel actions and contributes to decision-making on staffing and human resources matters, including hiring, promotions, discipline, and performance reviews. Responsible 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. Provides orientation for new hires and ongoing training and instruction for subordinate staff to ensure professionalism, accuracy, and competence in all functions. Coaches staff on customer service skills and techniques. Interprets and explains departmental policies, procedures, and the specific responsibilities of the daily workflow. 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. Ensures staff follows procedures and protocols with regard to privacy of patient data, proper conduct and handling of call routing and appointment-scheduling, and clear and accurate communication of information to all clients served. Ensures sufficient coverage for completion of work within established timelines and for successful achievement of department’s goals and objectives. Recommends improvements to operational efficiency and customer service quality. Resolves escalated issues in areas under supervision, such as patient reception, registration, insurance authorizations, scheduling, data entry and responding to patient concerns. Implements 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. Keeps staff informed of procedural changes and external regulations. Participates in regulatory rounding and resolution to identified deficiencies Promotes 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. 30% YES Demonstrates a high level of competence in the Radiology Information System
• Radiant, Hospital Information system APEX, and Imaging Transfer Application
• Life Image. 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. 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. Implements processes and metrics to assure viability of existing programs and practice patient and staffing patterns, and optimize productivity, Recommends operational performance improvements that impact marketability and service. Assures internal policies and external regulations are followed in regards to billing and coding practices 15% YES 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. 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. 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%.) Required Qualifications Bachelor's degree in related area and / or 2 years equivalent experience / training. Skills to supervise support staff in clinic / center administration, and 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, with the ability to train, monitor, evaluate, and document human resources issues and performance, and 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. Solid interpersonal skills for effective information exchange and problem solving with all levels of management and staff, consultants, and outside agencies. Skills in written and verbal communications, with the ability to convey complex administrative, clinical, and technical information in a clear and concise manner, and to produce a variety of reports and analyses.

Knowledge of business software and specialized applications and data management systems used in clinic / center operations.

Full time · Day shift