Administrative Supervisor, Primary Care and Pediatrics, Calabasas

UCLA Health; Calabasas (CA); On-site; USD 45,000 - 89,000; Full time

Job summary

UCLA Health in Calabasas, CA is seeking a Team Leader to coordinate clinic staff and support high-quality patient care. The role focuses on supervising operations, guiding staff through registration to discharge, and maintaining efficient outpatient processes for a positive patient experience.

The ideal candidate has supervisory experience, strong communication skills, and familiarity with Epic CareConnect and scheduling systems. Work hours are Monday–Friday, 8:00am–5:00pm in a clinic setting.

Qualifications

• Supervisory experience in a clinic or similar setting.
• Working knowledge of medical insurance plans and coverage.
• Experience with Epic CareConnect systems for online transactions.
• Knowledge of medical terminology.
• Ability to coordinate patient flow and maintain schedules.
• Strong communication with patients, physicians and staff.
• Ability to prioritize tasks and manage interruptions.

Responsibilities

• Lead the clinic team and coordinate activities in the assigned area.
• Support high-quality patient care and patient satisfaction.
• Assist with patient flow from registration through discharge.
• Ensure efficient outpatient operations and a positive patient experience.

Skills

Team building

Supervisory experience

Communication skills

Multitasking

Typing

Patient interaction

Tools

Epic CareConnect

Appointment scheduling

Job description

Work Location: Calabasas, CA, USA

Work Schedule

Monday-Friday, 8:00am-5:00pm

Salary Range: $32.42 - 64.51 Hourly

Employment Type

Duration

Indefinite

Primary Duties and Responsibilities

Under the supervision of the Administrative Director or Manager, this role serves as the Team Leader for an assigned area. The position coordinates the activities of staff supporting the clinic and works closely with faculty and residents to support high-quality patient care, resident education, and patient satisfaction. Responsibilities also include performing a full range of administrative and support functions, such as assisting with the coordination of patient flow from registration through discharge. As an integral member of the clinic team, this role helps ensure efficient outpatient operations and a positive experience for patients.

Salary Range: $32.42-64.51/hourly

Job Qualifications

Required:

• Team building Skills to include prior supervisory experience
• Working knowledge of medical insurance plans and types of coverage provided
• Working knowledge of Epic CareConnect systems to complete on-line transactions, including appointment scheduling, procedure scheduling, the encounter registration system, hospital lab results and medical reports
• Knowledge of Medical Terminology
• Ability to maintain Charge Worklist in CareConnect
• Ability to maintain Charge Document Reconciliation Process
• Ability to work effectively with patients, physicians and staff in a diplomatic and professional manner in order to maximize suite operations.
• Skill in prioritizing assignments and managing multiple tasks.
• Ability to work effectively as a member of a team in order to provide effective patient care.
• Skill in monitoring complex clinician appointment schedules.
• Ability to elicit salient clinical information such as presenting complaints from patients and referring professionals, and make appropriate assignments based on established guidelines.
• Skill in listening perceptively, conveying awareness and responding to patients and visitors with health concerns using tact and discretion.
• Skill in speaking clearly and distinctly in person and over the telephone, using appropriate grammar and vocabulary in order to share information, effectively communicate, share and obtain information with persons from diverse social, economic and cultural backgrounds.
• Ability to triage patient issues to achieve resolution.
• Ability to interact diplomatically and sympathetically with patients, their families, and the general public in a high volume, continuous public contact setting.
• Skill in performing with frequent interruptions and/or distractions including the ability to accept equivocal circumstance and respond to changing priorities and deadlines.
• Typing ability to prepare forms, manuscripts and correspondence with speed and accuracy.
• Skill in operating a computer including word processing software and the ability to enter and maintain accurate patient appointments and schedules utilizing an on-line computer database system.
• Ability to maintain equanimity in the face of resistance, indifference and hostility.
• Skill in working independently and following through on assignments with minimal direction and in setting priorities which accurately reflect the relative importance of assignments.
• Ability to accept directions from supervisors and act promptly.

Preferred:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. Current/former UC employees are subject to a personnel file review.