Practice Administrator

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Job description

POSITION SUMMARY:

The primary responsibilities of the Practice Administrator is to provide leadership, direction and daily operations and general management of the practice(s). This job also involves allocating and assigning duties to employees and monitoring the activities and operations of all the practice(s) components to ensure the practice(s) meets its objectives.

DUTIES INCLUDE BUT ARE NOT LIMITED TO:

1. Actively aligned with Cibola General Hospital and Cibola Family Health Center mission, vision and values, and advocates for an inclusive culture.
2. The overall operations responsibility for the routine business and clinical functions through administrative and clinical staff including front desk receptionist, biller/coder, and medical assistants to ensure maximum utilization of resources and the efficient delivery of services of his or her assigned practices.
3. Directs and manages family and specialty practice(s):
   • Monitors patient flow through the practice(s) to ensure appropriate utilization of physician time and staff coverage.
   • Monitors or reviews patient registration and data entry into the system for timeliness, accuracy, and thoroughness.
   • Develops special workload reports to adjust staffing levels as necessary.
   • Reviews and handles patient complaints.
   • Reviews charges, visit encounters, and cash receipts for variations and patterns. Conducts spot audits to ensure compliance with established policies and procedures.
   • Reviews lab and x-ray service utilization, physician charges and coding accuracy, and capture of charges.
   • Provides physician and staff training as required.
   • Conducts patient and staff surveys and questionnaires.
   • Analyzes average patient waiting time.
   • Identifies practice/business development opportunities to increase the practice(s) market share.
4. Supervises Clinic Front Office Supervisor, MA Clinic Supervisor and Patient Care Population Health Supervisor.
5. Interacts on a bi-weekly basis with each physician to ensure their practice business needs are met and:
   • Resolves any medical/administrative problems.
   • Keeps lines of communication open between practice staff and administration.
   • Ensures high employee morale and a professional, effective, and efficient working atmosphere.
6. Develops, implements and monitors annual practice(s) budget(s) by:
   • Analyzes financial impact of changes in clinical activities and forecasts actual revenue/expenditures versus approved budget.
   • Recommends corrective action as required.
7. Develops cost/benefit analyses of new patient care services and equipment to maximize patient revenues.
8. Recommends implementation/purchase of new services/equipment.
9. Meets monthly & quarterly with physicians to review financial performance and key practice indicators.
10. Ensures that the practice staff follows all receivable/collection guidelines.
11. Monitors purchases for each practice. Plans a corrective strategy when order levels are excessive in volume or cost and communicates the strategy with the Executive Assistant and Director of Materials.
12. Ensures that the most cost-effective vendors and products are being utilized.
13. Evaluates each employee's performance and provides appropriate guidance and feedback with feedback from the VP of Human Resources.
14. Oversees the daily/monthly expenditures, staffing and overtime hours.
15. Coaches, Mentors, Counsels, disciplines and/or recommends termination of employees as required.
16. Recommends professional development for staff.
17. Ensures regulatory compliance with the assistance of the Compliance Officer and VP of Human Resources.
18. Develops and oversees implementation and administration of internal practice policies and procedures in conjunction with Physician Services standard policies and procedures. Interprets applicable laws, rules and regulations and ensures the practice is in compliance with them.
19. Develops and maintains effective communications between all levels of personnel.
20. Ensures compliance with and knowledge of the hospital's Code of Conduct by all subordinates to ensure an ethical work environment.
21. Prepares/proposes clinics budget.
22. Collaborates with weekly, monthly and quarterly reporting: regarding patient no shows, patients visits per day, patient wait time and track YTD office visits.
23. Assist VP of HR with Provider Satisfaction Surveys.
24. Assist Marketing Team with coordination of clinic outreach projects. (ex. Flu Shot Clinic, Sports Physicals, etc.)

EDUCATION AND EXPERIENCE

1. Bachelor's Degree and/or equivalent work experience
2. Minimum five years' work experience in health care setting
3. Seven to ten years direct supervisory experience in a similar setting

PREFERRED EDUCATION

1. Master's Degree

KNOWLEDGE AND SKILLS

1. Computer competency is required
2. Ability to follow directions precisely with attention to detail
3. Ability to relate well to people

ADDITIONAL QUALIFICATIONS

1. Bilingual a plus (English / Spanish) preferred

REPORTING RELATIONSHIP

1. Reports to Interim CEO

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