Ambulatory Care Administration Manager

Job Summary

The incumbent advances the quality, efficiency, and service components of physician practice operations and operating in a lean performance improvement environment and supporting employee engagement initiatives. Provides direct/indirect supervision to professionals and/or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.

Under the general supervision of the Administrative Director of Mount Zion OB/GYN, Dysplasia, Minimally Invasive Gynecologic Surgery/Urogynecology and Center for Pregnancy Options, the Practice Manager will be responsible for overseeing the daily operational, human resource, administrative, and business functions of the Women’s Health OB/GYN services at Mount Zion and 1500 Owens, and managing provider schedules across the Mount Zion, San Mateo, Mission Bay, Owens Street, Montgomery, and Berkely campuses. S/he works with staff to develop, monitor, and maintain systems pertaining to all aspects of OB/GYN care of the practice. Additionally, this individual is the primary point person for resolving any operational issues related to any of the sites listed above (including working with location specific facilities management teams). The position is responsible for assuring continuity of care and patient service integration with other UCSF services providing obstetrics care.

The Practice Manager must have the ability to lead and prioritize multiple projects and work well with staff, patients and providers. The Practice Manager is a professional leadership role that functions with a high degree of independence, initiative, assertiveness, and diplomacy, which are necessary in dealing with faculty, staff and patients in a complex environment. S/he must be able to assess and confidently respond to situations with limited information, prioritize workload, develop creative win-win solutions, and make recommendations.

This position works closely with the Administrative Director of Mount Zion OB/GYN, Dysplasia, MIGS/Urogyn, and Center for Pregnancy Options and other practice managers in Women’s Health and Ambulatory Care Administration. The Practice Manager works to develop and implement, ambulatory, and health system initiatives including but not limited to role/classification analysis, development, patient access, and care team model development. The Practice Managers analyzes, filters, and communicates quality improvement data and makes recommendations for practice changes based on this. The position will also hold responsibility for project-based work per the UCSF Health System’s changing needs.

The Practice Manager is actively involved in all aspects of facility management, day-to-day operations, implementation of a “Share the Care” Care Team practice model, and development and implementation of revised staffing plans based on workflow changes resulting from electronic medical record implementation. S/he is a key participant in program expansion as additional services are added or reconfigured.

The Practice Manager will report up to the Administrative Director of Mount Zion OB/GYN. The Practice Manager will have direct managerial oversight of administrative staff, including practice coordinators, and patient navigators for all staff that report up to the Administrative Director. They will work closely with other Women’s Health departments to include OB/GYN, Dysplasia, MIGS/Urogyn, Center for Pregnancy Options and MZ OB NPs. The Practice Manager will provide general managerial support to staff and support multidisciplinary providers, including MDs, CNMs, NPs, and Lactation Consultants.

Department Overview

UCSF Health's obstetrics and gynecology team provides top-quality care that is tailored to each patient's needs and wishes. We treat the full spectrum of women's health concerns, from routine gynecological and pregnancy care to highly specialized services for incontinence, fibroids, endometriosis, sexual health, high-risk pregnancy and more.

Our team includes gynecologists, urogynecologists, obstetricians, perinatologists, nurse-midwives, nutritionists, nurse specialists and health educators. We work closely with each other and our patients to fulfill our mission: to provide all women who come to us with the highest-quality care and with the information needed to make knowledgeable decisions about their health.

For women and newborns who need special care, we offer seamless transition to UCSF's renowned adult and pediatric specialists and one of the nation's finest intensive care nurseries. Our facilities include the private, state-of-the-art Birth Center and a dedicated women's health resource center.

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

50

Yes Manages the clinical and operational functions and staff. Recommends allocation of staff, space, equipment, and other resources to optimize the delivery of clinical services. Implements quality improvement systems and workflows. Ensures compliance with internal policies and external regulations. Leads ongoing regulatory rounding, ensuring it is completed and all deficiencies are both identified and resolved . Resolves escalated issues (including IT) and serves as a resource in areas, developing quality improvement programs and ensures effective implementation and monitoring.

10

Yes Promotes a workplace culture with a focus on meeting or exceeding patient service standards. Develops an environment that encourages creativity, efficiency, engagement, quality of care, safety, and innovations in operations.

10

Yes Implements processes and metrics to assure viability of existing programs, practice patient staffing patterns, and optimize productivity. Recommends operational performance improvements that impact marketability and service.

5

Yes Researches and prepares proposals for facilities expansion, satellite development, construction, space planning, capital equipment requests, and staffing needs. En sures facilities are well-maintained and coordinates with Facilities and / or Environmental, Health and Safety as needed. Conducts facilities rounding.

5

Yes Responsible for employee recruitment, orientation/training, coaching, performance evaluation, progressive discipline, and staff development. Works collaboratively with Labor Relations on bargaining unit issues and contract negotiations at the local level.

5

Yes Research, develop, and recommend internal policies and procedures for identifying, eliminating or mitigating risk management issues within the practice(s).

5

Yes Assures internal policies and external regulations are followed in regards to billing and coding practices and cash handling.

5

Yes Implements and monitors the financial process for a comprehensive view of current and forecasted clinic performance, to include revenues, costs, industry trends, and reimbursements.

5

Yes Evaluates patterns in regards to customer service and develops, proposes and implements policies and procedures for improvement.

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%.)

Required Qualifications

• Bachelor's degree in related area and / or equivalent combination of experience / training.
• Clinic / center management experience, with progressive expertise in practice management, scheduling, customer-service methods, incident reporting, regulatory compliance, accreditation requirements, and information technology.
• Proven ability to organize, manage multiple priorities, and delegate work functions efficiently.
• Demonstrated managerial skills and human resources management knowledge, including staff deployment, resource utilization, budgeting and financial management, quality improvement, and program planning and implementation.
• Strong written, verbal, and interpersonal communications skills to convey complex information, instructions, and guidelines in a clear, concise, and specific manner, and to influence and persuade all levels of staff.
• Knowledge of relevant healthcare and clinic operations information technology, including billing systems and patient care workflows and processes.
• Demonstrated knowledge of relevant regulatory requirements, as well as related legislative, accreditation, licensing, and compliance environments

Preferred Qualifications

• Strong knowledge of business software and specialized applications and data management systems used in clinic / center operations.
• 3-5 years of experience supervising complex or multiple business units, departments, or sites.