Practice Administrator (Full Time, Day shift) (Project Management)

Job Summary

Provides management and operational oversight of one or more specialty practices and/or clinic sites.  Establishes and implements goals, objectives, procedures, and standard work for all operational areas. Manages daily operations while developing, monitoring and analyzing budgets, and financial information effectively. Effectively leads supervisor(s) and support staff.  Partners with physicians and physician leaders to achieve shared goals.  Ensures quality services for both internal and external customers, provides direction and supervision to staff consistent with objectives of NCPS' and NCHS' mission, vision, and values.  

Job Specific Duties

• Responsible for oversight of the day-to-day operations of the specialty practices, ensuring the implementation of prescribed activities is carried out in accordance with specified objectives. Works closely with the employed physicians and other healthcare professionals, Directors, Office Managers, and other practices administrators. 
  
• Leads, coaches, counsels, and evaluates employees on their job performance. Ensure employees adhere to all NCPS and NCHS policies and procedures, including NCHS Values and Guiding Behaviors. Makes appropriate recommendations for corrective action, and carries them out. Consults with TM&E as needed. Responsible for hiring and orienting new employees and the growth and development of direct reports. 
  
• Provides administrative leadership and support to clinical and administrative personnel, including Physicians. Conducts monthly provider meetings and monthly operating reviews including reviews of financial performance, patient experience, patient access, productivity, etc. 
  
• Implements standard business and financial practices that promote enhanced customer service and the delivery of quality patient care across multiple locations related to designated service lines.  Investigates and resolves or escalates customer service issues (e.g., complaints, billing issues) for patients and their families alongside practice management 
  
• Plans, develops, and implements methods and procedures; directs and coordinates practice activities to ensure smooth operations across multiple locations; and exercises control over the personnel practice functions, including providing staff coverage to meet service line needs across multiple locations. 
  
• Ensures supervisors/managers are reviewing and implementing departmental policies and procedures in accordance with NCPS and NCHS standards.  
  
• Has oversight over assigned practices and serves as the primary point of contact for escalated matters. 
  
• In conjunction with the Operations Director and physician/clinical leadership, develops and revises practice performance goals related to process improvement, patient satisfaction, revenue cycle/financial performance, etc.
  
• Maintains all clinic and personnel records, licenses and permit renewals.  Ensures the practice meets all mandates (OSHA, HRS, medical waste, Nicklaus Children's Hospital requirements, etc.) and maintains quality and performance improvements. 
  
• Prepares and regularly provides report outs on practice activities (process improvements, etc.) and financial performance to ensure the practice objectives are accomplished.  Works collaboratively with an interdisciplinary team to control expenditures in accordance with budget allocations; monitors and analyzes costs and prepares budget. 
  
• Ensures staffing levels and skill sets are appropriate to support the daily operations of the practices across designated service lines.  Works directly with on-site supervisors/managers to ensure staffing is appropriate across multiple locations. 
  
• Works to standardize and optimize practice operations across job roles in multiple practices across assigned service lines. 
  
• Responsible for optimizing clinic space and appointment slots on physicians' and other healthcare professionals' appointment books (clinic and/or block utilization when appropriate). 
  
• Oversees front-end revenue cycle functions such as scheduling appointments, obtaining and verifying authorizations, creating and/or maintaining medical records, collecting co-payments and outstanding balances at the time of service.
  
• Oversees back-end revenue cycle functions including collaboration with finance and revenue cycle leadership to help facilitate operations including but not limited to coding, billing, outstanding items from physicians and other healthcare professionals, and WRVU monthly trends by service line and provider.  Identifies trends and drives positive change in service lines. 
  
• Works in conjunction with various departments and committees to ensure revenue maximization, including revenue enhancement, compliance, practice performance, variance analysis, charge capture, and billing/collections.

Minimum Job Requirements

• Bachelor's degree in business, finance, or healthcare management (or) 5 years of experience as a Practice Administrator  
  
• 5 years of Physician Practice, Medical Operations, Patient Access, Revenue Cycle, or Business Management experience
  
• 5 years of health care financial management and reporting

Knowledge, Skills, and Abilities

• Computer savvy with proficiency in MS Office (e.g., Outlook, Word, Excel, PowerPoint, etc.).
  
• Ability to demonstrate effective leadership skills, independent judgment, and initiative consistent with NCPS and NCHS policies and procedures.
  
• Strong leadership qualities, excellent organizational, and supervisory skills.
  
• Sound judgment in applying and interpreting policies and procedures.
  
• Interpersonal skills necessary to establish and maintain effective working relationships with physicians and all levels of personnel, both internal and external.
  
• Ability to effectively communicate both verbally and written.
  
• Strong analytical, operational, and financial skills.
  
• Self-motivated.
  
• CPT, ICD10, and medical terminology knowledge