Practice Administrator

Codman Square Health Center is a Federally Qualified Health Center serving a diverse community in Dorchester, MA, and surrounding neighborhoods. CSHC offers a full continuum of services such as primary care, urgent care, behavioral health, care management, nutrition, family planning, optometry, dentistry, laboratory, pharmacy, radiology, and medical specialties including HIV care, substance use treatment, Hepatitis C, OB-GYN, Nephrology, and Cardiology alongside an on-site STI clinic.

CSHC is a teaching institution with academic affiliations at Boston University School of Medicine and Boston Medical Center, and a member of the Boston Accountable Care Organization. Our mission is to be our community's first choice for comprehensive, holistic, and integrated services, and to empower individuals to lead healthy lives and build thriving communities.

Position Summary:

Under the general direction of the Director of Operations, the Practice Administrator is responsible for the daily management, evaluation, implementation, and strategic planning of business and operational functions across assigned primary care departments. This role works in close partnership with Medical Directors and Nurse Managers to ensure efficient, high quality, and replace with team-based care. 

The Practice Administrator is heavily data focused and accountable for monitoring operational KPIs, department budgets, access metrics, provider productivity, patient experience outcomes, and initiatives designed to improve operational flow and performance. The Practice Administrator provides direct leadership to supervisors and administrative teams, ensuring alignment between clinical operations, financial sustainability, and organizational goals. 

Primary Responsibilities:

Operational and Strategic Leadership

• Provide operational leadership for assigned primary care departments to ensure efficient clinic flow, patient access, and service delivery.
• Partner closely with Medical Directors and Nurse Managers to align operational strategy with clinical goals.
• Lead data driven operational planning focused on access, productivity, patient experience, and financial performance.
• Develop, implement, and monitor initiatives to improve workflow efficiency and operational outcomes

Financial and KPI Management

• Collaborate with clinical leadership to review department financial performance against budget.
• Monitor, analyze, and report on key performance indicators including access, utilization, productivity, no show rates, patient demand, and patient flow.
• Identify areas of concern, develop recommendations, implement corrective actions, and document outcomes.
• Assess revenue collections, denial trends, and billing performance and coordinate corrective actions with Financial Services.

Access, Scheduling, and Capacity Management

• Oversee provider and staff scheduling models to ensure alignment with patient demand and business expectations.
• Assess clinic capacity, schedule utilization, and appointment access and make data driven recommendations.
• Implement strategies to improve access, reduce no shows, and optimize patient flow.

Staff Leadership and Supervision

• Hire, coach, develop, and supervise supervisors and administrative staff within assigned areas.
• Support staff recruitment, onboarding, and training initiatives.
• Foster accountability, engagement, and high performance across teams.
• Provide guidance and technical support to supervisors to ensure consistent implementation of operational standards.

Quality, Compliance, and Patient Experience

• Monitor and manage patient complaints and service recovery for assigned departments.
• Conduct daily administrative rounding to assess patient experience and operational performance.
• Ensure compliance with Joint Commission, OSHA, and other regulatory requirements.
• Serve as lead for workplace safety and emergency preparedness initiatives.

Operations, Systems, and Infrastructure

• Oversee purchasing, asset management, payroll review, and accounts payable approvals.
• Support and participate in Information Technology projects and system optimization.
• Oversee space planning and resource utilization.
• Serve as liaison for provider credentialing and re-credentialing processes.
• Develop systems to support inventory management and operational tracking.

Continuous Improvement and Innovation

• Identify efficiency savings, revenue improvement, and operational enhancement opportunities.
• Lead or participate in continuous quality improvement initiatives.
• Support implementation of new workflows, systems, and business practices.
• Provide analytical and technical support to motivate workforce adoption of operational improvements.
• Other duties and/or other departments/locations as applies.

Qualifications & Skills:

Education

• Bachelor’s degree or equivalent health care experience. Advance degree such as MPH, MBA, MSM, MA or advance certification in Lean, Medical Practice Management, Team-based care, Accountable Care, Population Health or Project Management, preferred.

Experience

• Minimum of five to ten years of healthcare management experience; preferably practice management or healthcare operations.
• A minimum of two years executing large-scale projects. 
• Stay abreast of all industry information includes, payer, insurances, laws and trends.
• Experience with, or a working knowledge of primary care, specialty care and community health centers is strongly preferred.
• Experience working collaboratively with Physician and Nurse Leaders.
• Solid Electronic Medicaid Records, Billing, Collections, Managed Care, Patient Accounts experience.
• Strong experience with data extraction, reporting and analysis a plus.
• High degree of collaboration, independence, flexibility, initiative and commitment. 
• Ability to work effectively with and provide personnel management for diverse populations. 
• Ability to meet and exceed expectations.
• Demonstrated knowledge of Health Care Regulatory Compliance. 
• Demonstrated understanding of Accountable Care Frameworks and Medical Home Models. 
• Demonstrated knowledge of Health Care Operations and Project Management, and the ability to effectively execute tactical plans to support strategic initiatives.
• Demonstrated knowledge of Quality Improvement and Data Driven Methodologies. 
• Demonstrated ability to lead complex projects. 
• Strong familiarity with the Commonwealth of Massachusetts healthcare environment. 
• Solve problems, negotiate, and produce creative solutions. 
• Strong interpersonal skills to manage relationships at all levels.
• Excellent organizational skills; strong verbal and written communication, and presentation skills. Must be detail-oriented and maintain accurate records.
• Proven ability to hire and manage a highly productive team. Experience in facilitating group success and understanding organizational dynamics.
• Recognize sensitive material and maintain a high degree of confidentiality.
• Demonstrated ability to listen to stakeholders, understand complex issues, recognize decision points, and design and deliver creative solutions.
• Knowledge and experience creating and managing budgets and interpreting financial information. 
• Proficient using Microsoft Office (Word, Excel, Outlook, PowerPoint,) and experience with Microsoft Project.  
• EPIC Electronic medical record experience a plus.

Physical Requirements: 

Must be able to stand or sit for prolonged periods (at least 50% of the time).

Ability to lift up to 25 pounds and load onto shelves.

Visual acuity sufficient for frequent reading and computer use.

Benefits:

CSHC offers a generous benefits package including:              

• Competitive Medical and Dental Insurance
• Employer-paid Life, Accidental Death & Dismemberment, and Long-Term Disability Insurance
• Retirement-403(b) plan
• Vacation, Holiday, Personal and Sick Time Accruals
• Flexible Spending Reimbursement Accounts (Health and Dependent Care)
• Educational Assistance and Tuition Reimbursement Programs
• Commuter Benefits
• Opportunities for academic appointment at Boston University / Boston Medical Center