Ambulatory Care Administrative Coordinator 3

Under the supervision of the Administrative Director of the Department of Neurological Surgery-Spine, the Ambulatory Administrative Coordinator will work independently and have primary responsibility for the day-to-day oversight of administrative support services provided to faculty and patients for the Parnassus Campus Spine Center. The Ambulatory Administrative Coordinator will be responsible for overseeing maintaining a patient database, managing patient scheduling, and coordinating advertisement of services to patients and providers, coordinating any relevant meetings.   The Administrative Coordinator is responsible for ensuring all required work is completed in the clinics to ensure efficient scheduling and billing of patients. The administrative coordinator facilitates positive interaction among staff, patients, and physicians within the practice. S/he works to establish and promote teamwork among the staff and providers.  The program Administrative Coordinator must have the ability to perform and prioritize multiple tasks and work well with staff, patients and providers.   A high degree of independence, initiative, assertiveness, and diplomacy are necessary in dealing with faculty, staff and patients in a complex environment. 

This position ensures and is responsible for all specialty communication and resources necessary for each physician’s clinic; including, but not limited to, employee management/supervision (when covering practice manager), outpatient coordination, clinic flow and function, problem resolution, and pre-planning and efficiency. Other duties as assigned by manager or director.

The UCSF Department of Neurosurgery is ranked #3 best neurosurgery program in the nation by US news. We serve a large population of cranial, spine, and neuro-oncology patients and offer world class care to our patients. 

We are dedicated to meeting the UCSF Pride mission statement and our medical staff include highly trained and world renowned physicians who have specialized training in brain and spine surgery.       

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35%

CLINIC PRACTICE OVERSIGHT, COORDINATION AND COMMUNICATION

• Coordinates the front-end of clinic practice with timely checking-in patients and complies with UCSF Medical Center consent and terms of services agreement form collection.   
• Acts as a resource for the back-end of clinic practice by providing solution-oriented advice for patient service needs and provides check-out for all patients exiting the practice. Provide education on how to obtain outside referral services. 
• Oversees and coordinates appointments with providers as required and ensures staff in unit is well trained and able to complete work efficiently. 
• Discusses practice policies and procedures with patients and referring physicians. Escalates problems to Manager or faculty if needed.
• Answers questions about provider schedules and acts as a resource to other medical center practices and ancillary service administrative staff.
• Assists providers in creating and modifying on-call schedules. 
• Seeks opportunities to improve patient convenience.  Utilizes service recovery amenities as appropriate. Contributes to the development of a patient-focused environment.
• In conjunction with providers, develops patient education and information materials to be provided to patients and placed on web site. 
• Maintains the programs’ voicemail and email communication.
• Maintains patient database and provides reports and updates as requested, including utilization and outcomes information.
• Coordinates communication among patients and providers.
• Works collaboratively in the development of patient forms and ensures all forms are approved through UCSF Medical Center Forms approval process.  Oversees implementation of new forms and patient materials.
• Build, implement and maintain contracting for outreach development workshops for spine education.
• Provides on-going problem resolution for staff-related, patient-related, and physician-related incidents 
• Maintains and improves language interpreting services for patient and provider needs. 
• Point-person for physicians a