Job Abstract

The Department of Anesthesia and Perioperative Care ranks as one of the largest departments in the School of Medicine with an annual budget of $145 million. The two largest components of the annual budget are Professional Fee Income and Extramural Funds, representing 90.4% or $132 million (including ZSFGH professional Fees) and 6.9% or $10.1 million of the annual budget respectively. In terms of extramural funding, the Department has ranked in the top ten for NIH funding among its academic anesthesia department colleagues in all of the last six years. The Department consists of ~180 faculty members, 18 fellows, 73 residents, 10 interns, and 195 staff employees. The Department manages approximately 52,000 assignable square feet of space in multiple sites.

The missions of the Department include research (basic and clinical), teaching, patient care and public service. The Department is organized across seven sites. The Department of Anesthesia provides anesthesia service for UCSF’s seven integrated facilities: Moffitt/Long Hospital (preop, inpatient and outpatient), Zuckerberg San Francisco General Hospital (inpatient and outpatient, including a very active trauma service), San Francisco Veterans Affairs Medical Center (inpatient and outpatient), the UCSF/Mt. Zion Medical Center (inpatient and outpatient, including a chronic pain management clinic), the Orthopedic Institute, Mission Bay Hospital (inpatient, out patient, OBGYN, and Pediatric) as well as the off-site Mission Bay IVF clinic, and Benioff Children's Hospital Oakland.

Responsibilities:

Clinical Operations:

• Collaborate with department HR administrative staff and APeX analysts to request or modify physician APeX access.
• Communicate with faculty and administrative staff regarding the operating schedule, assigned cases, and site relocations via email confirmations, page texts, and verbal communication.
• Provide support in maintaining the daily clinical schedule in the APeX assignment board across multiple hospitals.
• Assist in the development and maintenance of faculty schedules, ensuring adequate clinical coverage.
• Handle post-release schedule modifications and notify principals of amendments and modifications.
• Conduct chart reviews, report discrepancies, and update diagnosis and procedure codes to support clinical documentation and maximize reimbursement.
• Perform monthly audits of clinical billings relative to physician productivity.
• Ensure that all faculty members are appropriately documenting clinical work and resolving open clinical records.
• Assist in processing clinical incentive compensation payments and monthly/quarterly physician overtime payments.
• Monitor daily clinical reporting and communicate results for accurate patient care coordination.
• Maintain physician leave time information and reconcile discrepancies.
• Serve as a liaison between academic and clinical groups.

Faculty Support:

• Track onboarding and offboarding of faculty and physicians.
• Ensure new faculty is administratively prepared to provide clinical service.
• Ensure separating faculty leave balances are accurate.

IT Systems and Database Management:

• Be a proficient user of clinic IT technology systems.
• Train administrative staff on IT systems and applications.
• Provide support in creating and maintaining user profiles in various systems and applications.
• Assist in developing reporting templates and resolving programming errors.

Clinical Domain – Project Management:

• Coordinate the Physician Time Study to document clinical efforts and support annual cost reporting.
• Distribute and collect all time studies in collaboration with operational directors and UCSF Medical Center.

• Must be familiar with auditing and reviewing electronic health records.
• Proficiency in MS Office applications, Filemaker, QGenda, and Apex.

• Bachelor's degree in related area and / or equivalent experience / training
• 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 the 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 a 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.
• Ability to meet both short and long-term deadlines with a minimum of supervision and with initiative and imagination.
• Excellent organizational skills with special attention to detail. Must have demonstrated ability to multi-task and thoughtfully prioritize projects.
• Ability to work in a fast-paced deadline-oriented environment and is flexible to change.
• Excellent attendance, punctuality, and reliability.
• 2 years of experience in health administration.