Ambulatory Admin Coordinator
Otolaryngology - Pediatric Head and Neck Surgery Job Summary Under direct supervision of the Otolaryngology - (OHNS) Practice Manager, the Ambulatory Administrative Coordinator (AAC) will work independently and have responsibility for providing administrative support and leadership to the Pediatric OHNS practice. The the Ambulatory Administrative Coordinator functions as primary contact for the coordination and delegation of tertiary new and returning patients requiring ambulatory care at UCSF Health Pediatrics. The ACC will work closely with the administrative and management teams to support practice operations, complex surgery scheduling, billing and work queue knowledge and advanced care coordination with multiple departments at UCSF. The Ambulatory Administrative Coordinator serves as a liaison to management to advise on, take lead action on, and provide direction on process improvements initiatives. The ACC provides support to all functions of the administrative teams including oversight of: registering and scheduling patients, checking in and out patients, referral work queue management, authorizations, insurance verification, surgery depot management, OR block time utilization, APeX in-baskets, scanning and filing.
As an Ambulatory Administrative Coordinator, s/he is responsible for addressing and resolving escalated issues of day to day operations beyond the ability of the schedulers in addition to maintaining daily administrative operations and communications relations to the clinic staff, to social workers, physicians and multiple department staff when coordinating advanced care. As a subject-matter expert in patient scheduling and the electronic medical record, the Ambulatory Administrative Coordinator will assist in template building, adjustments, scheduling improvements, and working with support staff and the clinical team to ensure seamless day-to-day clinic operations. The Ambulatory Administrative Coordinator will participate in performance improvement initiative such as the True North Board, in pulling data for the clinic and in feedback related to staff performance. The Ambulatory Administrative Coordinator will participate in UCSF's Ambulatory-wide initiatives to represent the department and may also present at monthly staff meetings and division meetings with any updates.
The ACC works as a team member with other practice staff and consistently projects a professional and courteous demeanor. The ACC is a team player who works closely with others and who is flexible in dealing with the changing priorities. The ACC is a self-reliant individual who synthesizes his/her knowledge of practice operations in order to problem-solve, prioritize and facilitate complex transactions in the course of his/her daily activities. In addition to overseeing the day-to-day practice support, the Ambulatory Administrative Coordinator will assist in staff orientation and ongoing training; redistributes work within the OHNS Pediatrics team as needed; covers for OHNS staff when they are out; helps to supervise and cover other areas of the practice when the Director or supervisor are off-site.
The ACC 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 functions in the outpatient clinical settings at all UCSF Health sites (Parnassus, Mt. Zion, joint UCSF health partnerships, Satellite Clinics, or with UCSF Faculty at other off-site clinic sites, et al).
The final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles) Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description Otolaryngology/Head and Neck Surgery service offers a broad scope of outpatient and inpatient services for the diagnosis and surgical management of both adult and pediatric ear, nose and throat problems; head and neck surgery; and plastic and reconstructive surgery of the face.
Specialty programs include Otology and Neurotology, Head and Neck Surgery, Rhinology and Endoscopic Sinus Surgery, Endocrine (Thyroid and Parathyroid) Surgery, Skull Base Surgery, Facial Plastic surgery, and Allergy. Required Qualifications
- Bachelor's degree in related area and / or equivalent experience / training.
- 1-3 years of experience within Pediatric Otolaryngology - Head and Neck Surgery
- 1-2 years of experience with surgery scheduling
- Acquiring knowledge of Patient Rights & Responsibilities, Joint Commission standards, and Centers for Medicare / Medicaid regulations. Knowledge of Medical Terminology. Knowledge of data collection, compilation, and analytical techniques.
- Strong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirement and best practices.
- Strong analytical and critical thinking skills, with the ability to quickly analyze problems, determine appropriate level of intervention, and develop and apply effective solutions.
- Strong interpersonal skills for effective collaborations with all levels of management and staff, consultants and outside agencies.
- Skills to comprehend and assess patient's grievances to quickly locate appropriate resource for assistance. Working knowledge of the organization and how to get issues resolved.
- Solid interpersonal and customer service skills. Ability to be diplomatic and highly organized. Ability to remain calm under pressure and apply sound judgment.
- Ability to work independently in a fast-paced, demanding environment with minimal supervision. Ability to manage and oversee multiple tasks simultaneously, including high daily call volume.
- Ability to communicate effectively, both orally and in writing.
- Proficiency with Windows-based software including Microsoft word, Excel, Outlook. Knowledge of computer systems and software used in functional area.
- Prior experience with EPIC EMR
Preferred Qualifications N/A About UCSF At UCSF Health, our mission of innovative patient care, advanced technology and pioneering research is redefining what's possible for the patients we serve - a promise we share with the professionals who make up our team.
Consistently ranked among the top 10 hospitals nationwide by U.S. News & World Report - UCSF Health is committed to providing the most rewarding work experience while delivering the best care available anywhere. In an environment that allows for continuous learning and opportunities for professional growth, UCSF Health offers the ideal atmosphere in which to best use your skills and talents. 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 at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Job Code and Payroll Title 004477 AMBUL CARE ADMSTN CRD 2 CX Job Category Administrative Support Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Location San Francisco, CA Additional Shift Details Monday - Friday |
University of California - San Francisco Campus and Health
Feb 20, 2025