Administrative Clinic Supervisor

University of California, San Francisco; San Francisco (CA); On-site; USD 110,000 - 170,000; Full time

Job summary

University of California, San Francisco is seeking an OMFS Supervisor to oversee front desk, scheduling, patient access and clinic operations for the Oral & Maxillofacial Surgery services. You will coordinate with Perioperative partners, drive standard work and cross-site workflow improvements across two clinic sites, and mentor staff.

The role requires strong supervisory and analytic skills, experience in medical/dental settings, and familiarity with EPIC/Axium systems; a bachelor’s degree is

Qualifications

• At least 5 years of relevant experience in a medical or dental practice or equivalent.
• Minimum 5+ years of related experience and 3+ years of supervisory experience.
• Ability to train, monitor, evaluate and document HR issues and performance.
• Strong knowledge of practice operations, scheduling, terminology, and compliance.

Responsibilities

• Supervise front desk functions, scheduling, registration and patient service.
• Collaborate with Billing and Back Office to streamline revenue cycle and workflows.
• Provide cross-site leadership for clinics at multiple locations and drive process improvement.

Skills

Supervisory experience

Clinic operations

Patient scheduling

Data analysis

LEAN/True North

Education

Bachelor's degree in related area

Tools

EPIC

Axium

Job description

Job Description

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. (Note, when primary focus is patient care, see Ambulatory Patient Care Services job function.)

Reporting to the Dental Clinics Manager, the OMFS Supervisor will be responsible for supervising services, staff and synchronization of the operational services for the OMFS Clinics to include (Oral and Maxillofacial Faculty Clinic and Oral and Maxillofacial Surgery Student Clinic. The incumbent will perform the supervision of patient reception, scheduling, surgical scheduling, block time management and support, data, analytical and workflow collaborations with Perioperative partners, staffing, and clinical oversight and will ensure patient-centric access services are delivered smoothly and efficiently.

Under the direction of Dental Clinics Manager, as well as collaborating with the department chair and leadership, the OMFS supervisor will assist in management decision and strategic planning as it relates to the implementation of departmental policies and procedures and will provide analysis in a variety of complex situations encompassing all areas of responsibility. They will also work with the Dental Center Back Office and the Patient Billing Unit to enhance billing workflows/procedure across OMFS Clinics.

The OMFS Supervisor will serve as a liaison between faculty, residents and staff, and will collaborate with Dental Center leadership to identify and proactively mitigate issues which create barriers to clinics access and patient flow. The supervisor will be responsible for creating and maintaining a goal-oriented climate of cross-team collaboration for effective problem solving, conflict resolution, support for organizational values and standard work.

Department Overview

The Department of Oral and Maxillofacial Surgery is an exciting academic and clinical enterprise, the role of which is teaching and practicing the diagnosis and treatment of localized and systemic oral diseases and developmental conditions and advancing knowledge about them.

The UCSF School of Dentistry is committed to providing outstanding, integrated patient-centered care, preparing the next generation of clinicians and scientists for a rapidly evolving health care system, leading the world in scientific discovery and its translation into improved patient care and public health, creating and maintaining a supportive work and learning environment that attracts the best faculty, staff, students and trainees who can meet the changing needs of the School, society and profession, and optimizing resources to support strategic objectives and maximize stakeholder value.

We provide comprehensive oral health care services with over 120,000 patient visits per year. We offer a four-year DDS program as well as a two-year program for international dentists that culminates in the DDS degree. We have numerous specialty residencies, PhD and Master's degree programs in Oral and Craniofacial Sciences, a combined DDS-PhD program, and a combined PhD-dental specialty training program. Other graduate programs include Craniofacial and Mesenchymal Biology and Bioengineering, and a DDS/MBA program. The School is one of the preeminent oral and craniofacial research enterprises in the world, ranking number one in National Institute of Health funding for 24 consecutive years.

This position is in the Department of Oral and Maxillofacial Surgery which has clinics that perform both dental and medical procedures. This position provides general supervision to the Oral and Maxillofacial Surgery Faculty Clinic, and the Oral and Maxillofacial Surgery Student Clinic. The Clinic Supervisor provides immediate supervision to the front desk functions including registration, check-in, scheduling, answering phone calls and customer service. The Clinic Supervisor works cooperatively with the Billing Supervisor and Back Office Supervisor to ensure operations run smoothly.

This OMFS Supervisor 2 role is a reclassification from Supervisor 1 given the pronounced growth of the Oral Surgery Department (OMFS) and the level of responsibility and complexity of this role as compared to FY23 and before. Since FY23, OMFS has grown over 10% in visits, cases, and procedural volumes leading to a greater complexity and volumes of visits, procedural and case scheduling oversight. OMFS OR locations have also grown including Bayfront ORs and this supervisor is required to be engaged in enterprise perioperative management and reporting efforts on a weekly basis that was not required in the prior Supervisor 1 classification. The Supervisor now manages front desk, surgical scheduling, authorization, front end revenue cycle, and 2 clinic sites at 513 Parnassus and 707 Parnassus.

In most cases, in the Dental Center when a supervisor has more than 1 clinic site, they are made a Supervisor 2 given the need for delegation and management oversight they must have for managing clinics where they are not always located in person. This level of multi-site oversight requires knowledge and savvy for creating policies, standard works, using dashboards and metrics to review productivity, and implementing True North and LEAN at multiple sites while managing their teams and ensuring high level support for the faculty and providers at these sites. This level of managerial sophistication, and engagement, and that OMFS has grown materially over the past few years, is just cause for reclassifying this position into Supervisor 2 and ensuring we make the position attractive to a high performing candidate pool and set the hire up for success.

Qualifications

Required Qualifications:

• At least 5 years of relevant experience in a medical or dental practice, or an equivalent combination of education and experience
• Minimum 5+ years of related experience and 3+ years of supervisory experience
• Demonstrated supervisory and organizational skills to effectively supervise staff and to manage the complex workflow and multiple priorities involved with clinic / center administration
• Strong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirement and best practices
• Strong knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to participate in decision-making on human resources matters
• Strong analytical and critical thinking skills, with the ability to quickly analyze problems, determine appropriate level of intervention, and develop and apply effective solutions
• Strong interpersonal skills for effective collaborations with all levels of management and staff, consultants, and outside agencies
• Strong written and verbal communications skills, with the ability to train and mentor subordinates, to convey complex administrative, clinical, and technical information in a clear and concise manner, and to prepare and present a variety of reports, documentation, analyses, and project proposals
• Strong knowledge of business software and specialized applications and data management systems used in clinic / center operations

Preferred Qualifications

• Bachelors degree in related area and/or equivalent combination of experience/training
• Strong knowledge of EPIC and Axium
• Knowledge of human resources management policies with the ability to train, monitor, evaluate, and document human resources issues and performance
• Demonstrated knowledge of patient-scheduling systems, medical and insurance terminology
• Knowledge of dental billing

About Us

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