What are the responsibilities and job description for the Administrator position at American Institute of Dermatology, P.A.?
Company Overview
Founded in 1998, American Institute of Dermatology, P.A. is Central Florida's leading provider in the diagnosis, treatment, and surgery of skin, hair, nails, and mucous membranes. Our mission is to deliver personalized care while ensuring the early detection and effective treatment of skin cancers.
Job Title: Practice Administrator
Reports To: Chief Operating Officer (COO)
Summary
Provide day-to-day administrative leadership for clinic operations, patient access, and staff performance across assigned sites. Partner with the CEO and COO to implement policies, procedures, and programs that improve patient experience, operational efficiency, and financial performance. Lead HR administration for staff (non-provider), oversee credentialing support, ensure compliance (HIPAA/OSHA), and coordinate revenue-cycle front-end activities. This role converts strategy into consistent daily execution on the clinic floor.
Primary Responsibilities
Operations & Patient Experience
Daily clinic flow: scheduling templates, check-in/check-out, referrals, prior auths, rooming/scribing, and patient volume.
Monitor collections, registration/insurance verification, and service recovery for patient complaints.
Maintain and improve access metrics (call answer time, abandonment, new-patient lead time, schedule fill rate, wait times).
Coordinate with histology/Mohs/SRT and other service lines for capacity, supplies, and staffing needs.
HR Administration
Lead hiring, onboarding, orientation, schedules, time & attendance, performance reviews, corrective action, and exit processes for staff.
Develop training plans (clinical workflows, EMR/EPM use, safety, patient service). Maintain complete personnel records.
Promote a professional, patient-centered culture; conduct huddles and staff development.
Compliance, Safety, and Risk
Serve as point person for HIPAA/OSHA adherence, incident reporting, safety drills, sharps injury and hazard logs, and policy audits.
Coordinate Health & Safety programs with the CEO/COO and medical leadership.
Revenue Cycle (Front-End)
Ensure accurate registration, eligibility, copay/coinsurance collection, charge capture handoffs, and clean claims.
Work with RCM leadership on denials prevention and patient-balance workflows.
Credentialing & Payer Support
Assist COO with provider and practice credentialing/re-credentialing with payers, hospitals, and agencies; maintain CAQH and files.
Assist the COO during payer negotiations by supplying operational data and implementing resulting workflows.
Technology & Vendors
Act as a site EMR/EPM super-user; request template/build changes, run reports, and drive adoption.
Oversee supplies/inventory and facilities maintenance; manage local vendor relationships.
Confidentiality
Maintain strict confidentiality of PHI, personnel records, and proprietary information.
Qualifications
Bachelor’s degree in Business, Healthcare Administration, or related field required.
Working knowledge of HIPAA/OSHA, CMS guidelines, CPT/ICD-10, and payer rules.
Proficiency with EMR/EPM/practice-management systems and Microsoft 365/Google Workspace.
Strong leadership, communication, data analysis, problem solving, and prioritization skills.
Travel Requirement:
Regular travel between practice locations to support operations, staffing, audits, trainings, and openings/closings; reliable transportation required.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person