ADMIN SUPV 1

About the role

Applies advanced administrative concepts and a comprehensive understanding of organizational objectives to manage and resolve complex operational issues within Outpatient Therapy Services. Provides leadership, guidance, and functional supervision to front office staff. Performs short- and long-term operational planning and works in collaboration with management on highly complex issues requiring analysis of data, processes, and variable operational factors.

Responsibilities

• Supervises the work of a unit with responsibility for quality and quantity of work. Responsibility includes multi-site, multi-unit assessment of staffing resources, complex payroll management of large volume career, agency, and contracted personnel, maintaining workflow strategies for work between UCSF and its staffing vendors/agencies, oversight of compliance workflow, audits on cost center charges.
• Serves as resource for all departments for complex payroll issues.
• Leads quarterly team meetings with unit-based administrative teams.
• Billing related responsibilities: Responsible for maintaining accurate information regarding payers and coverage of services. Acquires and maintains knowledge regarding primary payers and provider groups of patients' referral to Outpatient rehab. Identifies any payer related issues that impact scheduling of initial appointment or follow ups. Initiates and procures prior authorization as appropriate prior to finalizing therapy appointment. Enter authorizations into charts to match therapy visits when applicable. Coordinates all site-specific information as needed to ensure accurate timely completion of on-site billing functions. Responsible for reconciling any collection of payments of front office staff cash drawers.
• Patient registration and scheduling Maintains patient care schedules for all practitioners. Screens all referrals for appropriateness (requested therapy services are available, insurance requirements for PT coverage are met). Initiates process for authorization of PT services when appropriate before scheduling appointments. Accurately pre-register patients prior to first appointment. Efficiently and effectively schedule new and return patient appointments. Handles patient arrivals, cancellations, and rescheduling in timely manner.
• Distributes and sets up work; monitors the progress of work in the unit. Reviews, processes, and approves transactions. Researches and resolves issues and discrepancies.
• Communication and Information Coordination: Acts as the primary first contact for the public and UCSF community to outpatient rehab services. By phone or in person, greets and appropriately handles all people and inquires coming into the practice site. Provides appropriate and accurate directions and instructions to patients and clients regarding appointments. Accurately takes messages or directs phone calls to appropriate therapist and/or staff. Takes/returns phone calls related to Outpatient Rehab in a timely manner to ensure efficient practice of operations and/or as requested by therapists. Transmits patients' comments/concerns/complaints to appropriate therapist, support staff member, and/or manager. Effectively and appropriately utilize a variety of communication tools to meet the operational needs of practice and its programs. Demonstrates good communication skills and professionalism in communications utilizing email, phone, and fax. Appropriately and efficiently utilize medical center programs to facilitate communications with patients, referring practitioners and payers to meet operational needs of the practice and its programs. Responsible for accurately and efficiently initiating all patient records and files for outpatient rehab. Prepares new patient charts with all requisite paperwork including referral, patient information, Patient intake/questionnaire, insurance/billing information, and/or other forms.
• Recommends personnel-related actions. Responsible for the overall assessment of staffing resources and unit needs at all sites outpatient rehab clinics at Hyde and Stanyan.
• Ensures delivery of quality customer service to various constituencies. Supervises and follows internal policies and procedures

Qualifications

• Working knowledge of the organization's processes and procedures, rules and regulations.
• Strong service orientation with ability to effectively manage multiple priorities.
• Ability to positively influence behavior of others without direct supervisory authority.
• Skills to evaluate issues and identify resolutions.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
• Knowledge of common organization-specific and other computer application programs.
• 3 years of relevant experience, previous experience in healthcare environment.
• Prior experience with EPIC, computerized scheduling systems, Kronos.

Benefits

Includes comprehensive health, dental, vision, and life insurance plans, retirement savings options, paid time off, and more.

Pay

Final salary and offer components are subject to additional approvals based on UC policy. Placement within the salary range is dependent on a number of factors including work experience and internal equity within this position classification at UCSF.

Schedule

Flexible work schedule to accommodate the needs of the position and the department.

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.