Description

AWHS Practice Administrator Job Description

Job Summary:

The Practice Administrator is responsible for leading and directing operations at the Divisional Level. Provides leadership and direction in the effective and efficient coordination of all Divisional activities, with the exception of those involving medical judgement. The Practice Administrator actively participates in strategic planning, practice development, and staffing procedures. This role exemplifies professionalism, excellence and leadership.

Supervisory Responsibilities: Divisional Staff Members

Reports to: Divisional Physicians

FLSA Status: Exempt

ESSENTIAL FUNCTIONS:

Operations:

1. Responsible for divisional staff operations, including hiring, training, discipline, and termination.
2. Manages the daily operation of the practice to ensure workflow efficiency and effectiveness.
3. Conducts ongoing reviews to evaluate all aspects of operations; recommends measures to optimize processes; develops policies and procedures; and implements changes or deploys new processes as necessary.
4. Supervises all staff to ensure coverage for required functions and smooth day to day operations. Evaluates staffing needs and works to eliminate gaps and redundancies.
5. Practices cost containment efforts by efficient use of time & resources, i.e., man-hours, equipment, supplies, etc.
6. Identifies areas of deficiency and organizational priorities. Responsible for deployment of new programs, i.e. patient portal, check in portal, new ancillary services; ensures staff training, process development or modification, standardization and compliance for new systems and services.
7. Ensures physical space is in optimal condition. Responsible for proper maintenance and function of equipment, systems and hardware.
8. Coordinates internally and externally with laboratories to ensure patient satisfaction and to resolve any billing issues.
9. Responsible for handling any patient issues or complaints.

Risk Management and Compliance:

1. Develops, initiates, maintains, and revises internal policies and procedures for the operation relative to corporate liability, physician malpractice, OSHA, HIPPA, quality improvement, safety, environmental and infection control, and codes and requirements of accreditation and regulatory agencies, governmental authorities, hospital, payers, and other entities governing organization.
2. Ensures compliance education and training for all staff. Coordinates with HR Manager on developing and maintaining necessary programs.
3. Conducts and coordinates internal compliance audits and reviews. Responds to incidents of suspected compliance violations by evaluating or recommending the initiation of investigative procedures. Takes appropriate actions as approved by the Divisional physicians and/or Board.
4. Supports and upholds established organizational and Divisional policies, procedures, and objectives.

Personnel:

1. Ensures service excellence through measurement of patient and provider satisfaction, development, collection and analysis of quality measures, initiation of quality improvement and training programs and validation of outcomes.
2. Responsible for overall coordination of work schedules to ensure proper coverage and efficient operations throughout Division.
3. Monitors staff performance, conducts reviews, and undertakes disciplinary action when required.
4. Identifies training and development needs of staff, and ensures that any deficiencies or needs are addressed in a timely and effective manner.
5. Approves department payroll and timecards and submits payroll information to HR in a timely manner.

Practice Marketing:

1. Responsible for the marketing and public relations of the practice.
2. Responsible for assuring good patient relations.
3. Responsible for maintaining Practice Website and all social media platforms.
4. Responsible for developing and maintaining effective marketing program for referral sources, new services and patients.
5. Responsible for coordination of marketing efforts for new providers.

Financial:

1. Responsible for maintaining fiscally responsible purchasing through ongoing comparative purchasing.
2. Reviews and approve all accounts payable for payment.
3. Prepares monthly productivity reports and forward to the accountant. Review and analyze same reports with physician.
4. Acts as liaison between the physicians and accountant, and other advisors.
5. Performs end of day closing procedures to include daily deposits for bank, cash management, and deposit logs.

Providers:

1. Maintains and manages provider schedules.
2. Acts as liaison to Piedmont Clinic and Piedmont Hospital, communicates and distributes information to providers and staff.
3. Responsible for facilitating credentialing and licensing for physicians.
4. Works closely with physician partners to meet expectations and the need of the practice.

Requirements

Required Knowledge:

• Knowledge of principles and practices of health care planning and management sufficient to manage, direct, and coordinate the operation of a health care organization.
• Knowledge of the policies and procedures of a clinic sufficient to direct its operations and to provide effective patient care.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Thorough knowledge of office policies and procedures to accurately answer questions from patients and staff.
• Knowledge of administrative and clerical procedures and systems such as word processing, Microsoft Office, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge and correct usage of medical terminology.
• Ability to navigate and effectively use EMR. Knowledge and experience with Centricity EMR system is preferred.

Required Abilities:

• Ability to assume responsibility and exercise authority over assigned work functions.
• Ability to organize and integrate organizational priorities and deadlines.
• Ability to manage conflict and work with staff to communicate effectively and navigate employee issues.
• Ability to engage staff and proactively identify opportunities for training and development.
• Ability to maintain confidentiality and professionalism.
• Ability to effectively and clearly communicate in writing, over the telephone, and in person with physicians, office staff, and patients.
• Ability to work as part of a team and promote a positive work environment.
• Ability to listen and understand information and ideas and adjust actions accordingly.
• Ability to exercise independent judgment.
• Ability to maintain professional attire.
• Ability to complete continued education/training requirements.
• Ability to report to work on time and as scheduled.
• Ability to represent the organization in a positive and professional manner at all times.
• Ability to communicate the mission, ethics and goals of the organization.
• Ability to apply feedback, participate in performance improvement, and continuous quality improvement activities.

Required Skills:

• Skilled in exercising a high degree of initiative, judgement, discretion, and decision-making to achieve organizational objectives.
• Skill in organizing work, making assignments, and achieving goals and objectives.
• Skilled in analyzing situations accurately and taking effective action.
• Skilled in establishing and maintaining effective working relationships with physicians, other employees, patients, and the public.
• Skilled in organization, attention to detail, and task prioritization.
• Skilled in ability to exercise independent judgement and ability to proactively look for ways to help employees and implement policies and procedures.
• Skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skilled in understanding patient needs to provide exceptional customer service.
• Skilled in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Education and Experience:

• Associates Degree required, Bachelor’s Degree preferred.
• 3-5 years of management experience required; longer experience is preferred.
• 3-5 years medical office experience required, OB/GYN experience is preferred.
• Experience managing staff and maintaining employee relations functions required.
• Experience operating office equipment and basic Word programs is required.
• Experience in customer service field preferred.

Physical Requirements:

• Prolonged periods of sitting or standing at a desk and working on a computer in a stationary position. Must be able to remain in a stationary position for a prolonged period of time.
• Occasional bending and lifting of supplies required.
• Frequently operates a computer and other office machinery, such as a calculator, copy machine, and computer printer.
• Must be able to lift up to 25 pounds at times and transport up to 25 pounds at a time short distance.

This job description is subject to change at any time. Management may assign or reassign duties and responsibilities to this job at any time. I, the employee, acknowledge the receipt of this job description and have been given the opportunity ask questions regarding its content:

Employee Signature: _____________________________ Date: ___________________

Employee Name: ________________________________