Ambulatory Care Administrative Supervisor

About the role

The Ambulatory Care Administrative Supervisor oversees the daily administrative operations of assigned ambulatory clinics to ensure efficient, high-quality patient care and service delivery. This role manages clinic operations in alignment with federal, state, and organizational policies, standards, and regulations.

Responsibilities

• Staff Supervision (35%)
• Coordination of Daily Operations (25%)
• Additional Job Functions (25%)
• Computer System Operations (15%)

Requirements

• Bachelor's degree and/or equivalent experience/training
• Minimum of three years of experience in an ambulatory clinic setting
• Demonstrated ability to work independently with minimal direction
• Demonstrated decision-making skills reflecting the ability to supervise a defined unit of staff
• Ability to represent the assigned unit as a subject matter expert and resource for staff
• Problem-solving skills to independently define issues, create viable solutions, and exercise delegated authority to resolve problems promptly and satisfactorily
• Ability to seek appropriate assistance when limits of delegated authority are reached
• Interpersonal skills to establish and maintain effective working relationships with coworkers
• Ability to interact with patients and the public with patience, courtesy, and professionalism, both in person and by telephone
• Ability to effectively respond to individuals who may be angry or upset
• Ability to project a professional, service-oriented attitude and instill this attitude in staff
• Ability to communicate effectively, both orally and in writing, with staff, patients, and providers at all levels
• Organizational skills to prioritize, coordinate, and direct multiple concurrent assignments efficiently
• Ability to adjust to changing workloads, shifting assignments, and the pressures of increased volume or deadlines
• Ability to set work priorities within established guidelines and respond flexibly to changing demands
• Ability to maintain work effectiveness in a high volume patient care setting with frequent interruptions
• Ability to efficiently use computer system applications required for this position, including email, spreadsheets, word processing, and medical office management systems (e.g., scheduling, template maintenance, demographic and insurance maintenance)
• Administrative skills to oversee daily office operations, participate in developing policies, procedures, and systems, and address facility, equipment, and supply needs
• Typing skills sufficient for timely and accurate data entry and document production
• Writing skills using proper grammar, spelling, and punctuation to compose clear, concise, and easy to understand messages and routine correspondence
• Bookkeeping skills sufficient to maintain accurate patient financial records, prepare financial reports, balance the cash box, and prepare deposits
• Filing skills to maintain logs and files in alphabetical, chronological, and/or numerical order so they remain current and easily retrievable
• Knowledge of medical office practices and protocols, including medical terminology, appointment scheduling, medical records, insurance verification, cashiering, and billing procedures
• Knowledge of all laws, regulations, and guidelines governing medical records, including confidentiality, privacy, disclosure rules, and HIPAA requirements
• Knowledge of healthcare insurance systems (e.g., Medi Cal, Medicare, HMO, PPO, fee for service, county programs, workers’ compensation) sufficient to obtain and track authorizations, schedule patients, process referrals, coordinate hospital services, complete billing documentation, and explain coverage provisions to patients
• Knowledge of ICD 9, CPT, and HCPCS coding sufficient to identify services performed, including diagnoses, procedures, and supplies

Qualifications

• Minimum of 6 months of experience in Operating Room (OR) scheduling, and obtaining Operating Room (OR) authorizations
• Minimum of 6 months of experience with Epic Reporting
• Experience as a PSR Lead or PSR Supervisor
• Skills to interview applicants using effective screening techniques
• Knowledge of standard hiring protocols
• Ability to objectively and constructively evaluate employee performance based on job descriptions, performance standards, and established goals
• Ability to train and supervise staff, provide conflict resolution, and administer disciplinary action as needed
• Ability to initiate and follow through with corrective action up to and including dismissal
• Ability to understand human motivation and needs to encourage employee development and initiative
• Ability to understand and follow industry process improvement methods to identify, plan, implement, and measure outcomes

Skills

• Knowledge of medical office practices and protocols, including medical terminology, appointment scheduling, medical records, insurance verification, cashiering, and billing procedures
• Knowledge of all laws, regulations, and guidelines governing medical records, including confidentiality, privacy, disclosure rules, and HIPAA requirements
• Knowledge of healthcare insurance systems (e.g., Medi Cal, Medicare, HMO, PPO, fee for service, county programs, workers’ compensation) sufficient to obtain and track authorizations, schedule patients, process referrals, coordinate hospital services, complete billing documentation, and explain coverage provisions to patients
• Knowledge of ICD 9, CPT, and HCPCS coding sufficient to identify services performed, including diagnoses, procedures, and supplies

Benefits

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.
• Must be willing to work variable days (including weekends), hours and locations as required to meet business needs of the practice.

Special Requirements

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• The duties or functions of this position include the handling of cash (or cash equivalents)
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements