What are the responsibilities and job description for the Clinic Operations Manager position at University of California - San Francisco?
Employment Duration: 3 months
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.
Provides direct supervision typically to professionals or skilled technical employees. Functions as an advisor to unit and administration. Analyzes and resolves problems, interprets policies, and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to ensure accountability and stewardship of department resources in compliance with departmental goals and objectives.
Supervises clinic and call center operations, typically spanning multiple providers, clinics, and/or practices. Oversees administrative areas such as practice revenue management, billing systems and procedures, facilities and safety procedures, registration, new patient coordination, scheduling, medical records storage and maintenance, and insurance authorizations. May also supervise patient support staff such as medical assistants or LVNs in coordination with the nursing lead.
- Supervise and coordinate daily operations and activities of clinic services center/call center operations; may schedule staff and propose new procedures to improve operational efficiencies
- Oversee activities including insurance authorization, scheduling, data entry, and response to patient concerns; ensure compliance with internal standards and external regulations
- Ensure compliance with regulatory requirements; interpret implications and communicate updates to staff; participate in and ensure completion of regulatory rounding
- Evaluate staff and participate in hiring, salary actions, disciplinary actions, and performance management; recommend job description or organizational changes as needed
- Oversee staff orientation and training; maintain training materials and monitor adherence to service standards, policies, and regulations
- Develop and implement policies and procedures for operations, scheduling, medical records, and workflow to ensure prompt and effective patient service
- Resolve escalated issues and support quality improvement initiatives; evaluate and ensure resolution of incident reports related to privacy, safety, or customer service
- Ensure staff training and access to applicable IT systems; coordinate issue resolution and communicate system updates and security protocols
- Perform or supervise revenue management functions, including auditing, coding education, and system improvements; collaborate with billing and registration staff
- Ensure facilities are maintained and coordinate with appropriate departments; may oversee renovation projects and conduct facilities rounding
- Monitor and manage fiscal and material resources within budget; participate in budgeting and capital project proposals
- Serve as a resource for patient-related issues; coach staff on customer service standards and implement improvements based on trends
- Monitor call center quality metrics such as average speed of answer and abandonment rates
Required Qualifications
- Demonstrated supervisory and organizational skills to manage complex workflows and multiple priorities in clinic or center administration
- Strong knowledge of practice operations, patient scheduling systems, medical and insurance terminology, information systems, patient service standards, and regulatory requirements
- Knowledge of human resources management policies, including training, evaluation, and participation in HR decision-making
- Strong analytical and critical thinking skills with the ability to identify problems and implement effective solutions
- Strong interpersonal skills to collaborate with management, staff, consultants, and external agencies
- Strong written and verbal communication skills, including the ability to train staff and present reports, analyses, and proposals
- Knowledge of business software and specialized applications used in services center/call center operations
Preferred Qualifications
- Bachelor's degree in a related area and/or equivalent combination of experience and training
- Four years of related experience preferred
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: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
Required Qualifications
- Demonstrated supervisory and organizational skills to manage complex workflows and multiple priorities in clinic or center administration
- Strong knowledge of practice operations, patient scheduling systems, medical and insurance terminology, information systems, patient service standards, and regulatory requirements
- Knowledge of human resources management policies, including training, evaluation, and participation in HR decision-making
- Strong analytical and critical thinking skills with the ability to identify problems and implement effective solutions
- Strong interpersonal skills to collaborate with management, staff, consultants, and external agencies
- Strong written and verbal communication skills, including the ability to train staff and present reports, analyses, and proposals
- Knowledge of business software and specialized applications used in services center/call center operations
Preferred Qualifications
- Bachelor's degree in a related area and/or equivalent combination of experience and training
- Four years of related experience preferred
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.