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