Operations Support Analyst - 130799

The Altman Clinical and Translational Research Institute (ACTRI) is an NIH-funded Clinical and Translational Science Award (CTSA) institution that provides the infrastructure to support high-quality and innovative translational research. ACTRI's vision is to translate scientific discoveries into improved health by delivering education, training and infrastructure for clinical research in the San Diego area and beyond. Mike Hogarth, M.D. and Davey Smith M.D. are the principal investigators on ACTRI's CTSA grant. The ACTRI functions under the direction of Gary S. Firestein, M.D., Director, and Senior Associate Vice Chancellor Health Sciences at UC San Diego.

The Operations Support Analyst will support an ambulatory research clinic. The Operations Support Analyst will communicate and ensure execution of project tasks at the Center for Clinical Research (CCR)'s, ACTRI La Jolla location, ACTRI satellite clinic in Linda Vista and the Lower Level Clinic Annex and ensure processes are communicated across all areas of the Center for Clinical Research (CCR). Function as an active member of collaborative clinical research team. Assist the leadership team with project planning, resource planning, risk analysis, status reports, and "lessons learned" documentation. Serve as point of contact for meeting attendees and/or collaborating institutions. Call meetings, produce progress reports and follow-up opportunities for future collaboration by writing capabilities documents and aiding dialogue. Provide full range and highest level of support to CCR faculty and staff in their clinical, research, and service activities. Ensure smooth day-to-day operations at the clinical sites assigned. Serve as a contact for Clinical Research Coordinators and assist with scheduling of research subjects as needed.

Responsible for coordinating and executing projects, independently composing correspondence. Responsible for managing the clinic's EMR platform(s) (ex: Clinical Conductor, Epic or similar) and oversee ensuring scheduled research visits involve all necessary resources (ex: rooms, staff members, procedures, equipment, or other resources). Responsible for study build in ACTRI's current EMR. Will have direct responsibility for communicating with study teams, including coordinators and PI's to ensure accurate resources are included for study build in ACTRI's current EMR. Will complete end of day verification in the clinic's satellite and lower level annex EMR to ensure verification of resources and that visits are appropriately closed. Will process purchase orders, payment requests, and other reimbursements. Access confidential patient data and serve as the CCR administrative resource person to the ACTRI business office. Serve as the front desk person for clinic visitor and staff arrival as needed.

This role is an external facing member of the clinic and displays a commitment to a high level of customer service interacting with patients, students, staff, faculty, community and other clinic guests. While performing their duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment. This requires the incumbent to use discretion and understand sensitive issues, independent judgment, strong organizational skills, and the ability to be flexible as demands and priorities change. This position requires a creative, organized, and solution-oriented individual who enjoys learning and contributing to a highly productive team in a dynamic work environment. Performs other duties as assigned. 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

• Six years of related experience, education/training, OR an Bachelor's degree in related area plus two years of related experience/training.

• 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. Familiarity of clinic research billing practices including coding, billing systems and documentation requirements. Knowledge of clinical research recharge practices including the differences between Federal and Commercial billing practices. Knowledge of ambulatory care clinic practice management including patient care workflows and processes.

• Working knowledge of medical center policies and procedures and related legislative, accreditation, licensing and compliance environments. Working knowledge of health sciences policies and procedures and related legislative, licensing and compliance environments. Familiar with FDA and NIH regulations and compliance policies.

• 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. Knowledge of different electronic information systems, Microsoft Suite (word, excel, PowerPoint, Teams) and others.

• Data analysis, research, and reporting skills.

• Demonstrated customer service skills

• Demonstrated proficiency in navigating EMRs (ex: Epic, Clinical Conductor).

• Demonstrated ability to respond and adapt to new and changing situations.

• Familiarity of clinic medical billing practices including coding, billing systems and documentation requirements.

• Knowledge of clinical trials clinical research.

• Experience with scheduling clinic visits.

• Employment is subject to a criminal background check.

• Required to work at different locations as needed.

• Must be willing and able to travel.

• Must have access to reliable transportation.

• Occasional evenings and weekends may be required.

• Overtime may be required.