Clinical Operations Specialist

Applies extensive knowledge of ambulatory care clinics clinical, regulatory, and operational practices to improve access efficiency and productivity. Coordinates and monitors operations of ambulatory care clinics in conjunction with Nurse Manager and Medical Directors. Implements projects of large scope and high degrees of complexity. The Clinical Operations Specialist analyzes and determines clinical coverage needs of Parnassus, Mission Bay, and Mt. Zion Hospital Operating Rooms, the Orthopedic Institute, and all off-site Anesthesia sites, in both operating and non-operating locations. This individual then analyzes staffing availability data and develops staffing of more than 298 Anesthesiologists. This requires coordination with individuals charged with CRNA and clinical residents. This position must ensure appropriate coverage is provided for several specialty services, in addition to the operating rooms. Any staffing deficiencies or inappropriate coverage may pose risks to patient safety and affect the department's operating costs. The position is responsible for identifying, analyzing and resolving staffing conflicts; moreover, the Clinical Operations Specialist is responsible for providing notice to principals (faculty, managers and staff) regarding amendments and modifications. The Clinial Operations Specialist must ensure the faculty are scheduled accordingly to their clinical requirements as established by their annual contracts. This has direct impact to the individual's clinical incentive compensation and the Department's operating costs. The Clinical Operations Specialist assesses, identifies, and implements process improvements and AI or other automation opportunities for the clinical operations workflows within their scope of work. This may include, but is not limited to, new technology solutions and the creation and implementation of AI and machine learning-enabled care workflows, in partnership and close collaboration with clinical and administrative professionals within the Anesthesia Department and across other parts of the UCSF enterprise. The Clinical Operations Specialist will report directly to the Director of Clinical Operations with close working partnerships with the Vice Chairs of the Department of Anesthesia. Department Description: The Department of Anesthesia and Perioperative Care at UCSF provides outstanding patient care, promotes cutting-edge basic and clinical science research, and educates the next generation of health care providers while focusing on the principles of community. The Department of Anesthesia and Perioperative Care ranks as one of the largest departments in the School of Medicine with an annual budget of $145 million. The two largest components of the annual budget are Professional Fee Income and Extramural Funds, representing 90.4% or $132 million (including ZSFG professional fees and 6.9% or $10.1 million of the annual budget respectively. Currently, the department has over 298 Faculty members, 27 Staff Physicians, 205 Staff Employees, 6 Fellows, 90 Residents, 12 Non-Faculty Academics, 11 postdocs, 68 CRNAs, and 5 Nurse Practitioners at ZSFG. In addition to the Moffitt-Long Hospital, very active units of the department exist at the Zuckerberg San Francisco General Hospital and Trauma Center (inpatient and outpatient, including a very active trauma service), San Francisco Veterans Affairs Medical Center (inpatient and outpatient), Mt. Zion Medical Center (outpatient, including 23-hour stays and the Pain Management Center), Benioff Children's Hospital Oakland, the UCSF Orthopedic Institute and the Benioff Children's, Betty Irene Moore Women's and Bakar Cancer (NIH-designated Cancer Center) Hospitals in the Mission Bay neighborhood. The Department now has essential roles in patient care outside of the operating rooms, with active participation in Ambulatory Care, Acute and Chronic Pain, and in the Preoperative Clinic. Over the department's fifty-plus years of existence, the department has been at the heart of modern anesthesia's explosive growth, and to this day, continues to have an enormous impact on surgical practice and the management of pain. The department's research, education, and clinical care quickly earned and maintained reputations that are equal to or better than any institution in the world. Individual members of our faculty have had a major influence on our specialty both nationally and internationally, including NIH study sections, NIH funding, FDA, and Editorial Boards. Research activities within this department are integrated with and inform clinical practice. For many years, ours has been among the top departments for NIH research funding in anesthesia in the United States. The Department of Anesthesia provides considerable support and structure for research in general and, for research training programs, highlighted by the innovative Pathway to Scientific Independence (PSI). This program begins at the residency level, incorporating the Research Scholars Track of the Anesthesia Residency, moving through the post-residency NIH-funded T32 training grant and faculty positions with mentored research support, and ultimately achieving extramurally funded, independent researcher status. 004174% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)Implements clinical and operational procedures ensuring efficient, quality patient careEnsures clinic operations are compliant with internal standards and external regulationsSupports nursing personnel in practice operationsParticipates in the development of clinic goals and implements complex changes or new proceduresAssesses clinic processes and operational data and identifies trendsRecommends methods and processes to improve patient access, operational efficiency and productivityOversees charge capture, reporting, data entry and cash collectionAdvises leadership on billing issuesRefines patient billing and coding practices ensuring compliance with contracts and guidelinesIdentifies opportunities to maximize revenue captureDevelops mechanisms to validate billing and codingCoordinates clinic and provider productivity metricsApplies findings to recommend operational, financial and quality improvementsWorks closely with practice managers and physician practice leads to insure program activities integrate with practice operations and physician workflowsLeads clinic administrative staffProvides training and performance feedbackEnsures patient-related issues are managed in accordance with HIPAA and patient billing regulationsProvides direction and oversight for purchasingPrepares budget requests, assesses clinic resources and recommends cost reduction strategiesLeads IT implementations for a clinicIdentifies and addresses clinic technology needsCollaborates with IT to resolve issuesOversees training on IT systems and applicationsRepresents clinic in campus wide meetings, serving as a subject matter expert on clinic operationsOversees facilities management projects associated with clinic sites including inspections, renovations and equipment installationEnsures capital equipment and space needs are met Required Qualifications: Bachelor's degree in related area and a minimum of 5 years of related experience and / or equivalent experience / training. Experience with and knowledge of software development, automation of workflows and or computer science background/education/training Skills in data management. Proven ability to apply knowledge of policies and procedures and related legislative, accreditation, licensing and compliance environments to assess and monitor clinic operations to recommend improvements in clinic processes. Advanced communication skills; includes verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. Demonstrated ability to clearly and concisely communicate about clinic operations and advocate for clinic. Advanced interpersonal skills. Skills to work collaboratively; coordinate and integrate with others throughout the organization. Successful experience working with people with a wide range of backgrounds and skills. Advanced organizational and complex project management skills. Ability to lead a team, prioritize personal and team tasks and see projects through from inception to completion on schedule. Exceptional customer service, analytical, planning, problem-solving, interpersonal and team-building skills. Ability to effectively persuade and negotiate results in complex situations. Ability to perform all commonly applicable functions in the Microsoft Suite. Ability to teach others. Excellent mathematical, analytical and communication (verbal and written) skills. Preferred Qualifications: Master's degree Advanced knowledge of organization's relevant healthcare and clinic operations information technology, including billing systems and medical record documentation. Advanced understanding of medical terminology and maintains a broad range of clinical expertise in theory and best practices of clinic practice area. Proficiency in QGenda scheduling platform Experience with QGenda plaform for scheduling and reporting functions Prior working knowledge of the EPIC (Apex) system Proficiency in FileMaker Pro Experience working in an Academic Medical Center and the Surgery/Anesthesia Departments Experience with provider scheduling, preferably in Anesthesia or Surgical Specialties Advanced knowledge of data analysis, research and reporting, particularly methods used in ambulatory care clinics. Advanced knowledge of the clinical and operational implications of ambulatory care clinic practice management including patient care workflows and processes. About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here. Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Salary Information The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. To learn more about the benefits of working at UCSF, including total compensation, please visit: Required Qualifications: Bachelor's degree in related area and a minimum of 5 years of related experience and / or equivalent experience / training. Experience with and knowledge of software development, automation of workflows and or computer science background/education/training Skills in data management. Proven ability to apply knowledge of policies and procedures and related legislative, accreditation, licensing and compliance environments to assess and monitor clinic operations to recommend improvements in clinic processes. Advanced communication skills; includes verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. Demonstrated ability to clearly and concisely communicate about clinic operations and advocate for clinic. Advanced interpersonal skills. Skills to work collaboratively; coordinate and integrate with others throughout the organization. Successful experience working with people with a wide range of backgrounds and skills. Advanced organizational and complex project management skills. Ability to lead a team, prioritize personal and team tasks and see projects through from inception to completion on schedule. Exceptional customer service, analytical, planning, problem-solving, interpersonal and team-building skills. Ability to effectively persuade and negotiate results in complex situations. Ability to perform all commonly applicable functions in the Microsoft Suite. Ability to teach others. Excellent mathematical, analytical and communication (verbal and written) skills. Preferred Qualifications: Master's degree Advanced knowledge of organization's relevant healthcare and clinic operations information technology, including billing systems and medical record documentation. Advanced understanding of medical terminology and maintains a broad range of clinical expertise in theory and best practices of clinic practice area. Proficiency in QGenda scheduling platform Experience with QGenda plaform for scheduling and reporting functions Prior working knowledge of the EPIC (Apex) system Proficiency in FileMaker Pro Experience working in an Academic Medical Center and the Surgery/Anesthesia Departments Experience with provider scheduling, preferably in Anesthesia or Surgical Specialties Advanced knowledge of data analysis, research and reporting, particularly methods used in ambulatory care clinics. Advanced knowledge of the clinical and operational implications of ambulatory care clinic practice management including patient care workflows and processes.