Under the supervision of the Administrative Director of the Department of Neurological Surgery-Spine, the Ambulatory Administrative Coordinator will work independently and have primary responsibility for the day-to-day oversight of administrative support services provided to faculty and patients for the Parnassus Campus Spine Center. The Ambulatory Administrative Coordinator will be responsible for overseeing maintaining a patient database, managing patient scheduling, and coordinating advertisement of services to patients and providers, coordinating any relevant meetings.
The Administrative Coordinator is responsible for ensuring all required work is completed in the clinics to ensure efficient scheduling and billing of patients. The administrative coordinator facilitates positive interaction among staff, patients, and physicians within the practice. S/he works to establish and promote teamwork among the staff and providers.
The program Administrative Coordinator 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. This position ensures and is responsible for all specialty communication and resources necessary for each physician’s clinic; including, but not limited to, employee management/supervision (when covering practice manager), outpatient coordination, clinic flow and function, problem resolution, and pre-planning and efficiency.
Other duties as assigned by manager or director. The UCSF Department of Neurosurgery is ranked #3 best neurosurgery program in the nation by US news. We serve a large population of cranial, spine, and neuro-oncology patients and offer world class care to our patients.
We are dedicated to meeting the UCSF Pride mission statement and our medical staff include highly trained and world renowned physicians who have specialized training in brain and spine surgery. Responsibilities % of time Essential Function (Yes/No ) Key Responsibilities (To be completed by Supervisor) 35% Y CLINIC PRACTICE OVERSIGHT, COORDINATION AND COMMUNICATION Coordinates the front-end of clinic practice with timely checking-in patients and complies with UCSF Medical Center consent and terms of services agreement form collection.
Acts as a resource for the back-end of clinic practice by providing solution-oriented advice for patient service needs and provides check-out for all patients exiting the practice. Provide education on how to obtain outside referral services. Oversees and coordinates appointments with providers as required and ensures staff in unit is well trained and able to complete work efficiently.
Discusses practice policies and procedures with patients and referring physicians. Escalates problems to Manager or faculty if needed. Answers questions about provider schedules and acts as a resource to other medical center practices and ancillary service administrative staff.
Assists providers in creating and modifying on-call schedules. Seeks opportunities to improve patient convenience. Utilizes service recovery amenities as appropriate.
Contributes to the development of a patient-focused environment. In conjunction with providers, develops patient education and information materials to be provided to patients and placed on web site. Maintains the programs’ voicemail and email communication.
Maintains patient database and provides reports and updates as requested, including utilization and outcomes information. Coordinates communication among patients and providers. Works collaboratively in the development of patient forms and ensures all forms are approved through UCSF Medical Center Forms approval process.
Oversees implementation of new forms and patient materials. Build, implement and maintain contracting for outreach development workshops for spine education. Provides on-going problem resolution for staff-related, patient-related, and physician-related incidents Maintains and improves language interpreting services for patient and provider needs.
Point-person for physicians and patients for disability, work-related forms, and leave of absence paperwork. Executes completion of ALL and ANY forms especially for state disability. Initiate and maintain online EDD program for physicians.
Provides academic assistance for doctors on per project basis. Complies monthly Press Ganey satisfaction reports Analyzes monthly EMMI reports. Assist in the on-boarding of new physician, including and not limited to, licensee verification, reimbursement assistance, marketing material, and marketing physician to outside facilities. 45% Y ADMINISTRATION Provides leadership and guidance to support staff and medical assistants Prepares documentation for new hires department orientation and provides training and competencies.
Participates in candidate interviews. Sets standards, encourage efficient and productive performance on key metrics and take appropriate corrective actions. Must be willing to address conflict resolsution through appropriate intervention.
Train support staff and medical assistants. Provides Coverage for Neuro-spine practice manager when he/she is out of office 10% Implements the clinic's new initiatives, identifying challenges to meeting strategic goals and implementing solutions. Improves clinic quality especially regarding teaching and patient experience.
Responds to common patient concerns and escalates sensitive situations as necessary. Designs, implements and evaluates a variety of quality, service, production, and operational improvement reports. 5% Reviews documentation to ensure the correct documentation of diagnoses, procedure codes, modifiers. Conducts periodic chart audits to verify complete and accurate documentation and analyze performance (exemplary or deficient findings).
Supports incident reporting by escalating privacy, safety or customer service incidents and documents material facts as requested. Ensures required data and stats are documented to maintain compliance with internal and external standards and regulations. 5% Monitors space and physical inventory and reporting requirements. Engages service providers for the upkeep of the space and equipment coordinating repairs with the facilities manager; serves as a liaison with outside service providers including repair firms, supplies and equipment manufacturers, and custodial services; and addresses ergonomics and safety issues.
Coordinates vendor contracting. 0 0 0 0 0 100% (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%.) Qualifications Knowledge, Skills and Abilities Req / Pref Thorough knowledge of the clinical and operational implications of medical billing practices including some coding, billing systems and documentation requirements.
Knowledge of ambulatory care clinic practice management including patient care workflows and processes. Thorough understanding of medical terminology and specialized clinical knowledge of clinic practice area. Required Excellent communication skills; includes active listening and critical thinking.
Demonstrated ability to clearly and concisely communicate clinic content, rules and regulations. Strong skills to communicate effectively with all levels of staff, faculty, students, vendors, and other external constituents-both verbally and in writing Required Strong interpersonal skills. Actively cooperates and supports the work of others.
Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Required Productive in work volume, speed, quality and consistency.
Ability to see projects through to completion on deadline. Excellent interpersonal judgment and discretion. Ability to work well as part of an administrative team with a customer service orientation towards co-workers, faculty and researchers.
Required Ability to perform all commonly applicable functions in the Microsoft Suite. Skills in data management. Effectively uses relevant healthcare and clinic operations information technology, including billing systems and medical record documentation.
Required Thorough knowledge of data management and documentation methods used in ambulatory care clinics. Required Ability to be a leader and a follower, as is appropriate for the situation Required BA/BS with a major in a related field and/or two years of experience in administrative analysis or operations research or an equivalent combination of education and experience Required 2 years’ experience with leadership and the development of staff and other staff Preferred 3 years prior experience in medical office environment.
Required Education Req / Pref Bachelor's degree in related area and / or equivalent experience / training. Required Licenses Req / Pref None Certifications Req / Pref None
Day shift