Ambulatory Care Administrative Coordinator 3

Job Function Summary:

Involves the administrative services and operations for health care clinics or centers, in accordance with federal, local, and internal standards, policies, and regulations. Typically includes operations, fiscal management, program planning, and / or external marketing activities. Management levels may include oversight of clinical patient care. (Note, when primary focus is patient care, see Ambulatory Patient Care Services job function.)

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Applies broad knowledge of ambulatory care clinics clinical, regulatory and operational practices to implement and monitor the business operations of a clinic. Including but not limited to verifying billing, documentation, financial reporting, IT Systems, facilities and procedures are compliant and meet standards set forth by UCSF and regulatory bodies such as TJC. Serves as liaison for Ophthalmology’s concierge patients. Coordinates consults, Lasik surgeries for Refractive service, educates patients on Lasik procedures and eligibility, collects fees for refractive procedures, assists with ordering of equipment and supplies. Coordinates with external and internal medical providers to ensure timely patient access for acute and urgent patients. Coordinates with surgeons and patients for collection of the premium lens fees, for complex cataract surgeries

Department Overview

The department of Ophthalmology is a large multi-specialty practice spanning over four locations including the Parnassus, Mission Bay and Berkeley Campuses. Our practice treats all levels of optometric and ophthalmic pathology, from basic refractive correction to complex conditions of the eye. We possess a diverse patient and treat both pediatric and adult populations. The department is a high throughput ambulatory clinic that is procedure and outpatient based.

Key Responsibilities

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

30

Monitors daily clinic administrative operations including patient registration and authorization, patient coordination and medical record documentation. Trains administrative staff on practice processes. Responds to patient concerns and escalates sensitive situations as necessary.

10

Organizes and schedules the Ophthalmology resident’s summer clinic

25

Provides consults, Lasik surgeries for Refractive service, educates patients on Lasik procedures and eligibility, collects fees for refractive procedures. Coordinates with patients for the collection of premium lens fees for complex cataract surgeries.

5

Conducts chart audits ensuring correct diagnoses and procedure codes and modifiers were used. Ensures required documentation is captured for compliance with internal standards and external regulations.

5

Reviews and maintains clinic policies and procedures manuals as they pertain to Care Coordination Manager’s role.

5

Serves as an internal resource for compliance, HR, and finance issues and as a clinic resource for colleagues across campus and at other medical centers.

10

Monitors inventory and reporting requirements. Coordinates vendor contracts. Engages with service providers coordinating repairs. Partners with Equipment Manager to order supplies and equipment and pay invoices. Other duties as assigned.

5

Expert user of relevant information technology systems, providing support and compliance oversight. Trains team on IT systems and applications.

5

Oversees clinic resource management and suggests ways to reduce costs and / or enhance revenue. Collaborates with finance to produce reports for business planning.

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%.)

Knowledge Skills and Abilities (KSAs)

Please list:

Knowledge, Skills and Abilities Req / Pref

Thorough knowledge of the clinical and operational implications of medical billing practices including 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. REQ

Proven ability to apply knowledge of medical center policies and procedures and related legislative, accreditation, licensing and compliance environments to assess and monitor clinic operations. REQ

Excellent communication skills, including active listening and critical thinking. Demonstrated ability to clearly and concisely communicate clinic content, rules and regulations. REQ

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. REQ

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. REQ

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. REQ

Thorough knowledge of data management and documentation methods used in ambulatory care clinics. REQ

Three years of relevant experience REQ

Previous experience (2-3 years) in an outpatient clinical environment working directly with patients and ophthalmologists PREF

Education, Licenses and Certifications:

Education

Req / Pref

Bachelor's degree in Statistics or Business Analytics or other related area and / or equivalent experience / training. Req

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: