Job Description

Job Summary/Objective:

The Practice Administrator is responsible for overseeing all administrative and business operations for their assigned care centers. They will maintain a focus on a positive patient experience and operational excellence. The Practice Administrator will supervise front office and clinical staff, while fostering a learning environment. This role will be responsible for financial oversite, reporting, regulatory compliance and encourage our mission, vision, and values.

Essential Job Functions

1. Manages the employees’ staff consistent with good human resources management practices and provides an environment which is safe and allows participation to promote retention, productivity and a quality, customer-oriented team. Supervises physician's practices office management and patient flow to ensure effective operations, billing, compliance, and quality patient care services

• Manages all staffing needs, suggests hiring of clinical and non-clinical office staff and conducts performance reviews.
• Recommends staff merit increases, promotions, and disciplinary actions to physicians.
• Completes and updates personnel file, ensures required forms are completed.
• Maintains personnel policy manual.
• Submits office staff timecards for payroll processing, verifies accuracy and completeness of employee time.
• Manages staff PTO and other staff vacancy schedules to ensure coverage in the clinic.
• Responsible for maintaining high morale and good relations throughout the office.
• Holds office staff meetings at least monthly; prepares meeting minutes, and distributes them to staff and physician(s)
• Ensures office is opened and closed daily, according to protocol
• Oversees and distributes work activities and schedules
• Creates and/or updates office procedures manual
• Oversees petty cash and change funds, balances, and accounts for the money daily and provides change when needed
• Ensures collection and verification of a patient’s demographic and insurance data prior to the patient’s visit
• Reviews daily reports and ensures check-out staff accurately completed the daily close
• Oversees all cash handling, makes the deposit daily
• Ensures sufficient supplies available for delivery of quality patient care, orders supplies as needed and obtains competitive bids at least annually
• Supervises the initial sort of the daily mail, gives to appropriate staff for opening
• and distribution
• Maintains and suggests improvements to physician(s) schedules
• Attends all mandatory corporate meetings when invited.

2. Demonstrate a broad understanding of financial operations and takes personal responsibility for key financial indicators of the practice. Oversees collections process to ensure financial reimbursement for services rendered and supports employee's questions.

• Has detailed knowledge of the claims submission, follow-up, and patient collections processes.
• Ensures consistent collection of payment at time of service.
• Directs development Managed Care Manual; then ensures staff understands and appropriately uses it.
• Annually reviews the fee schedule to maximize reimbursement.
• Maintains knowledge of how to enter patient accounts and post payments.
• Runs or prepares monthly, internal financial and management reports, including accounts receivable, CPT frequency, profit, and loss, etc.
• Communicates with CBO and Accounting on any pertinent matters.
• Maintains facility and all office and clinical equipment.
• Keeps all physician files up to date, for example, hospital privileges, licensure, managed care plan credentials, malpractice insurance, and CME.
• Maintains patient confidentiality.
• Attends continuing education courses as requested.
• Performs all other tasks required by physicians.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Responsibility

This role supervises 20+ employees.

Travel

This position may travel between care centers within assigned locations/region.

Required Education and Experience

Minimum of one of the following:

1. Associates Degree in a related field of study
2. Registered Nurse
3. Licensed Vocational Nurse
4. Medical Assistant Certification
5. High School Diploma/GED with 7 years of supervisory level experience

• At least 3 years of progressively responsible, management level experience in health care.
• Good organizational skills to handle multiple priorities while remaining professional and calm.
• Excellent communication skills
• Experience with EMR systems
• Knowledge of finance, management reports, and performance metrics
• Strong level of confidentiality due to the sensitivity of materials and information handled.
• Ability to work independently.
• Ability to work at a high-volume level of accuracy.

Preferred Education and Experience

• Bachelor’s Degree in health care administration, management, or a related field of study

Work Environment and Physical Demands

This job operates in a professional office setting. This role routinely uses standard office equipment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to handle or feel; and reach with hands and arms.

AAP/EEO Statement

In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on qualifications and job-related abilities. We do not discriminate in employment opportunities or practices based on race, color, religion, sex, national origin, age, disability, ancestry, sexual orientation, marital status, gender identity or any other characteristic protected by law. We will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship.

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