Ambulatory Care Coordinators 2-4 CX

Job Family: Ambulatory Clinics or Centers

Job Function: Ambulatory Care Administration

Job Category: Represented

Job Summary: 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 the primary focus is patient care, see Ambulatory Patient Care Services job function.)

Job Title	Ambulatory Care Admin Crd 2 CX	Ambulatory Care Admin Crd 3 CX	Ambulatory Care Admin Crd 4 CX
Job Code	4477	4478	4479
Bargaining Unit	CX	CX	CX
FLSA	Non-Exempt	Exempt	Exempt
Generic Scope	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Applies acquired skills and clinical and operational knowledge of ambulatory care clinics to coordinate aspects of clinic operations of intermediate scope and complexity. Monitors daily clerical activities, billing, and other operational services for a clinic in the medical center. This title is bargaining unit only. There should never be an uncovered position.	Applies broad knowledge of ambulatory care clinics clinical, regulatory, and operational practices to implement and monitor the business operations of a clinic in the medical center including verifying billing, documentation, financial reporting, IT systems, facilities and procedures are compliant and meet clinic standards. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending.	Applies extensive knowledge of ambulatory care clinics clinical, regulatory, and operational practices to improve access efficiency and productivity. Coordinates and monitors operations of ambulatory care clinics in conjunction with Nurse Manager and Medical Directors. Implements projects of large scope and high degrees of complexity. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending.
Key Responsibilities	Coordinates daily clinic activities and monitors workflow of administrative services including patient registration and authorization, referral coordination, medical records storage and maintenance. Oversees staff performance ensuring compliance with policies and regulations. Troubleshoots day-to-day administrative and IT issues. Handles escalated issues seeking clinical input when appropriate. Performs clinic revenue reconciliation. Compiles and reports reimbursement data. Assists with incident reporting. Maintains patient accounts, interacts with collection agencies, and negotiates patient payment plans. Serves as liaison with billing office. Conducts chart reviews and reports discrepancies. Updates diagnosis and procedure codes to support clinical documentation and maximize reimbursement. Monitors daily clinical reporting, communicates results to provide accurate and timely patient care coordination. Updates medical coding resource material and clinic procedures documentation. Serves as department resource for finance and compliance questions / issues. Serves as a liaison between academic and clinical groups. Oversees equipment inventory and coordinates supply purchasing. Facilitates ergonomic evaluations and orders ergonomic equipment. Proficient user of clinic IT technology systems. Trains administrative staff on IT systems and applications. Coordinates conferences, compiles attendee conference notes and clinical recommendations and disseminates information.	Monitors daily clinic administrative operations including patient registration and authorization, patient coordination and medical record documentation. Trains administrative staff on practice processes. Responds to patient concerns and escalates sensitive situations as necessary. Prepares and maintains clinic schedule, coordinating provider schedules. Implements initiatives and procedures that improve claims submission and revenue collection. Reviews relevant data and suggests process improvements. Monitors revenue process to ensure claims are reimbursed appropriately. Ensures providers are properly enrolled in all related insurance and payer plans. Provides guidance to billing staff. Monitors billing practices from pre- authorization through claims generation. Manages work queues and identifies barriers to timely collection. Conducts chart audits ensuring correct diagnoses and procedure codes and modifiers were used. Ensures required documentation is captured for compliance with internal standards and external regulations. Reviews and maintains clinic policies and procedures manuals. Serves as an internal resource for compliance, HR, and finance issues and as a clinic resource for colleagues across campus and at other medical centers. Monitors inventory and reporting requirements. Coordinates vendor contracts. Engages with service providers coordinating repairs. Expert user of relevant information technology systems, providing support and compliance oversight. Trains team on IT systems and applications. Oversees clinic resource management and suggests ways to reduce costs and / or enhance revenue. Collaborates with finance to produce reports for business planning.	Implements clinical and operational procedures ensuring efficient, quality patient care. Ensures clinic operations are compliant with internal standards and external regulations. Supports nursing personnel in practice operations. Participates in the development of clinic goals and implements complex changes or new procedures. Assesses clinic processes and operational data and identifies trends. Recommends methods and processes to improve patient access, operational efficiency and productivity. Oversees charge capture, reporting, data entry and cash collection. Advises leadership on billing issues. Refines patient billing and coding practices ensuring compliance with contracts and guidelines. Identifies opportunities to maximize revenue capture. Develops mechanisms to validate billing and coding. Coordinates clinic and provider productivity metrics. Applies findings to recommend operational, financial and quality improvements. Works closely with practice managers and physician practice leads to ensure program activities integrate with practice operations and physician workflows. Leads clinic administrative staff. Provides training and performance feedback. Ensures patient-related issues are managed in accordance with HIPAA and patient billing regulations. Provides direction and oversight for purchasing. Prepares budget requests, assesses clinic resources and recommends cost reduction strategies. Leads IT implementations for a clinic. Identifies and addresses clinic technology needs. Collaborates with IT to resolve issues. Oversees training on IT systems and applications. Represents clinic in campus wide meetings, serving as a subject matter expert on clinic operations. Oversees facilities management projects associated with clinic sites including inspections, renovations and equipment installation. Ensures capital equipment and space needs are met.
Education	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training
Knowledge, Skills and Abilities	Familiarity of clinic medical billing practices including coding, billing systems and documentation requirements. Knowledge of ambulatory care clinic practice management including patient care workflows and processes. Demonstrated understanding of medical terminology and clinical knowledge of clinic practice area. Working knowledge of medical center policies and procedures and related legislative, accreditation, licensing and compliance environments. Strong communication skills; includes verbal, written and active listening. Ability to clearly and concisely communicate clinic rules and regulations. Demonstrated interpersonal skills with diverse staff and patients. Demonstrated ability to develop working relationships within clinical team. Proven organizational skills and the ability to effectively manage time and prioritize tasks. Takes initiative. Ability to meet tight deadlines and manage several projects simultaneously, respond rapidly to conflicting priorities, and handle tasks with high degree of accuracy. Ability to perform all commonly applicable functions in word processing and spreadsheet software. Skills in data management. Ability to use relevant healthcare and clinic operations information technology, including billing systems and medical record documentation. Data analysis, research, and reporting skills.	Thorough knowledge of the clinical and operational implications of medical billing practices including coding, billing systems and documentation requirements. Knowledge of ambulatory care clinic practice management including patient care workflows and processes. Thorough understanding of medical terminology and specialized clinical knowledge of clinic practice area. Proven ability to apply knowledge of medical center policies and procedures and related legislative, accreditation, licensing and compliance environments to assess and monitor clinic operations. Excellent communication skills, including active listening and critical thinking. Demonstrated ability to clearly and concisely communicate clinic content, rules and regulations. Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Productive in work volume, speed, quality and consistency. Ability to see projects through to completion on deadline. Excellent interpersonal judgment and discretion. Ability to work well as part of an administrative team with a customer service orientation towards co-workers, faculty and researchers. Ability to perform all commonly applicable functions in the Microsoft Suite. Skills in data management. Effectively uses relevant healthcare and clinic operations information technology, including billing systems and medical record documentation. Thorough knowledge of data management and documentation methods used in ambulatory care clinics.	Advanced knowledge of the clinical and operational implications of ambulatory care clinic practice management including patient care workflows and processes. Advanced understanding of medical terminology and maintains a broad range of clinical expertise in theory and best practices of clinic practice area. Proven ability to apply knowledge of medical center policies and procedures and related legislative, accreditation, licensing and compliance environments to assess and monitor clinic operations to recommend improvements in clinic processes. Advanced communication skills; includes verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. Demonstrated ability to clearly and concisely communicate about clinic operations and advocate for clinic. Advanced interpersonal skills. Skills to work collaboratively; coordinate and integrate with others throughout the organization. Successful experience working with people with a wide range of backgrounds and skills. Advanced organizational and complex project management skills. Ability to lead a team, prioritize personal and team tasks and see projects through from inception to completion on schedule. Exceptional customer service, analytical, planning, problem-solving, interpersonal and team-building skills. Ability to effectively persuade and negotiate results in complex situations. Ability to perform all commonly applicable functions in the Microsoft Suite. Skills in data management. Advanced knowledge of organization’s relevant healthcare and clinic operations information technology, including billing systems and medical record documentation. Ability to teach others. Advanced knowledge of data analysis, research and reporting, particularly methods used in ambulatory care clinics.
Environment	Health care (hospital, clinical, classroom setting or similar environment as the role requires).	Health care (hospital, clinical, classroom setting or similar environment as the role requires).	Health care (hospital, clinical, classroom setting or similar environment as the role requires).
Career Path	Ambulatory Care Admin Crd 3 CX	Ambulatory Care Admin Crd 4 CX Ambulatory Care Admin Supv 1	Ambulatory Care Admin Supv 2