Ambulatory Care Administration Supervisor

Job Summary:

Supervises pulmonary function technicians, and monitoring for compliance, quality, and timeliness of work. Mentors and trains new technicians. Provides scheduling, timekeeping, training, and direction for PF techs. Implements changes or new procedures to improve operational efficiencies. Ensures work is completed in a timely manner and in compliance with internal standards and external regulations. Collaborates with PF Lab Attendance and Directors, and manager to propose changes or new procedures to improve operational efficiencies. 

Department Overview:

The Adult Pulmonary Function Laboratory is administratively part of the Cardiovascular Research Institute. The Adult Pulmonary Function Laboratory conducts tests as part of the clinical evaluation and/or treatment of patients referred from UCSF medical center or outside facilities who have a range of pulmonary diseases.  These procedures are also conducted as part of certain clinical research protocols carried out by the Pulmonary Attending Physicians.  The Adult Pulmonary Function Laboratory also provides training for medical students, residents, and the Pulmonary Fellows during their rotations on the Pulmonary Service at Moffitt-Long Hospitals.

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Key Responsibilities

(To be completed by Supervisor)

Schedules staff in the coordination of daily operations and activities of clinic operations. Implements changes or new procedures to improve operational efficiencies. Ensures work is completed in a timely manner and in compliance with internal standards and external regulations. Proposes changes or new procedures to improve operational efficiencies.

• Implement weekly schedules to cover multiple testing rooms on the Parnassus campus and weekly rotation of cardiopulmonary exercise tests for technicians 
• In absence of lab manager, ensure patient scheduling is up to date and corrected if needed

Provides orientation and training to staff, monitors and coaches as needed to assure work is performed in adherence to patient service standards, internal policies, external regulations, and quality / quantity expectations.

• New PF technicians do not know how to coach patients through pulmonary function tests.  New hires undergo months-long supervision with graduated responsibility to independently perform progressively more complex testing.
• Every three to four weeks a new fellow arrives at the lab for their Pulmonary Physiology rotation. Each fellow requires training on processes and important matters relating to the day-to-day functioning of the lab. During their rotation, the fellow also fulfills their curriculum by observing pulmonary function tests and has their own pulmonary test performed on themselves.  This role will work with the attending, schedulers, and manager to ensure the fellow meets all curriculum expectations of observing and performing the necessary tests
• Reviews documentation regarding complex studies, inpatient clearances, and other lab questions sent to attendings and fellows
• Acts as point person to answer day-to-day questions regarding scheduling from attending and fellow

Supervise and lead Cardiopulmonary Exercise Technician:

• Ensure that scheduled studies are reviewed and receive pre-procedure phone calls from attending or fellow at least five days before scheduled exam. 
• Act as point person for cardiopulmonary exercise questions for technicians, schedulers, attendings and fellows. 
• Trains new staff on how to perform cardiopulmonary exercise tests, process data, and ensures quality of work is maintained amongst all technicians.

Ensure testing machines and lab supplies are properly taken care of.

• Work with lab manager and other technicians to ensure monthly supplies are ordered as needed. 
• Yearly preventative maintenance on PFT equipment, syringes, and other devices are scheduled as needed
• Weekly biological testing and data tracking on machines are completed and reviewed to ensure no issues with the hardware

Ensures appropriate training, certification, and access for staff use of applicable IT systems and applications. Coordinates IT assistance to resolve issues. Communicates and holds team accountable for compliance with security protocols and new regulations. 

• PF technicians use multiple software systems to acquire and report data from pulmonary function tests, some of which include manual entry of data and therefore appropriate training in accurate and efficient use.  The lab has an IT team that will be engaged to ensure systems are working for all technicians and that protected health information is kept secure. 

Works with IT to ensure new software integration runs smoothly and on time

Keeps staff informed of procedural changes and external regulations That are applicable to performing pulmonary physiology testing. Participates in regulatory rounding and resolution to identified deficincies.

• Implement protocols as a result of changes to medical center infection control policies

Ensures facilities are well-maintained and coordinates with Facilities and / or Environmental, Health and Safety as needed. May assist in overseeing facility renovation projects for assigned clinic / center areas. 

• Ensure proper storage of supplies that meet fire and earthquake policies, and maintenance of safe spaces for patients and staff to enter and exit rooms, with or without a whelchair
• Coordinate custodial services, including yearly deep clean of testing rooms and day to day servicing 
• Ensures yearly annual update of emergency action plan for Campus as well as Medical Center are completed

Provides direct patient care as needed for smooth daily operations

Functions as a resource and role model for staff in handling patient issues and concerns. Coaches and empowers staff to respond to patient issues according to established customer service guidelines and standards.

Works with lab manager to evaluate subordinate staff and participates in decision-making on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters.

Required:

• Bachelor’s degree in related area and / or equivalent combination of experience / training.
• Minimum 3 years of related experience 
• Minimum 1 year of experience as a lead/supervisor/manager.
• Detail oriented, with the ability to apply analytical and critical thinking skills to quickly analyze problems, determine appropriate level of intervention, and apply effective solutions.
• Solid interpersonal skills for effective information exchange and problem solving with all levels of management and staff, consultants, and outside agencies.
• Skills in written and verbal communications, with the ability to convey complex administrative, clinical, and technical information in a clear and concise manner, and to produce a variety of reports and analyses.

Preferred:

• Skills to supervise support staff in clinic / center administration, and to effectively manage multiple priorities in a fast-paced, dynamic environment.
• Knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirements.
• Basic knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to provide input to decision-making on human resources matters
• Knowledge of business software and specialized applications and data management systems used in clinic / center operations