Staten Island

ENT and Allergy Associates•Brooklyn Heights, NY

1d•$58,000 - $60,000

About The Position

ENT and Allergy Associates and Hümi is seeking a self-motivated, people-friendly full time Practice Site Administrator Floater for our Queens, Brooklyn, and Staten Island offices. Please note that this position covers the following offices: Astoria, Bay Ridge West, Dyker Heights, Flushing, Forest Hills, Fresh Meadows, Brooklyn Heights, Staten Island Salary: $58,000-$60,000/year The overall purpose of this position is to manage all the day‐to‐day responsibilities of a large office, where the staff size is greater than five people. Such responsibilities include but are not limited to the following: Directly or indirectly responsible for the recruitment, training, evaluation, scheduling, and supervision of all personnel Travels to all locations Assists with covering surgical scheduling Cover the offices as need in all capacities Responsible for training all employees on how to use the IFOD functions (Icon/USB). Responsible for ensuring that all staff understands how to appropriately use Phreesia and the webportal. PSA's are Responsible for auditing their staff to ensure compliance in these areas and as a tool to determine when additional training is needed. . Educates staff regarding job requirements and expectations. Works with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages. Documents personnel problems in employee records. Counsels staff when necessary. Ensures that the office waiting room, exam rooms, kitchen, file rooms, etc are neat and tidy at all times. Throughout the day assists with answering the phones, assisting with patient complaints or concerns, covers for other staff members when they are out sick. Accept the hand‐off of patient complaints and issues that the staff may escalate to the PSA. Troubleshoot and assist patients that have been escalated to the PSA for assistance for billing, appointment or any necessary area. Reviews ALL physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient is followed. Reviews and creates daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc. Must review ALL work log tasks on a daily basis. This is extremely important to make this part of your every day routine in Next Gen, this will be included in your annual review. Order and maintain accurate levels of all office supplies and forms. Establish relationships when necessary with vendors and suppliers. Must train staff on purchasing software. Operate the office under specified budget constraints, prepare and approve invoices to be paid, follows appropriate policy and procedure. Must ensure Petty Cash is reconciled on a daily basis, along with the change draw if the office has one. Responsible for Old A/R if transition is involved, responsible for reconciling old A/R, and preparing old EOB/Monies for the corporate office. (if biller on staff, this is N/A). Deposits are to be made daily, creating a mail payment journal, attaching the appropriate documentation. All offices must run KEPT reports to ensure all charges from that day are accounted for. PSA's must run Encounters with no charges reports daily for all applicable facilities and drop charges daily Ensures that their staff is up to date with their orders report and inbox by randomly auditing staff throughout the month. PSA's are responsible to run claim edits after their charges have been dropped. This scrubs the errors, and allows the PSA to task the physician for information that is needed in order to send the claim to the insurance carrier. Keep accurate Payment Journal & Account Payable logs in your Policy & Procedure book. Precertify and schedule surgeries, tally monthly surgery totals, referrals & assists. (N/A if office has a surgical coordinator). Post surgical charges and hospital/ER consults daily. Work directly with doctors in communicating office schedules health insurance issues, medical fees and follows up on patient information. In conjunction with the Billing Director, ensures all physicians and staff are appropriately educated regarding billing processes relayed to them, including documentation guidelines and appropriate billing and coding of services. Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies and procedures, insurance info, memos, etc. when covering PSA long term Handles all Medical Record Requests, or coordinates this responsibility with the file coordinator. Ensures all CBO Billing requests are sent back with the appropriate information, and in a timely fashion Ensures that the Facility Checklist is maintained throughout the year (i.e carpet cleaning, waxing exam room floors, etc.) when covering long term Will learn and help train all employees on the new EMR (Electronic Medical Records). Responsible for rescheduling appointments during inclement weather or unexpected emergencies, this may occur after‐hours or on the weekend. Ensure phones are on Service at the end of the day and provides the answering service with the on‐call schedule. On occasion, Patient Representatives may be expected to cover in the surrounding offices, when the schedule permits. PSA's work collaboratively with all departments at ENTA and help to facilitate open items for their office for all departments.

Requirements

Can handle a multitude of tasks simultaneously
Able to deal effectively with employees
Willing to train personnel and travel to office locations required
Usually first to arrive in the office

Responsibilities

Directly or indirectly responsible for the recruitment, training, evaluation, scheduling, and supervision of all personnel
Travels to all locations
Assists with covering surgical scheduling
Cover the offices as need in all capacities
Responsible for training all employees on how to use the IFOD functions (Icon/USB).
Responsible for ensuring that all staff understands how to appropriately use Phreesia and the webportal.
PSA's are Responsible for auditing their staff to ensure compliance in these areas and as a tool to determine when additional training is needed.
Educates staff regarding job requirements and expectations.
Works with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages.
Documents personnel problems in employee records.
Counsels staff when necessary.
Ensures that the office waiting room, exam rooms, kitchen, file rooms, etc are neat and tidy at all times.
Throughout the day assists with answering the phones, assisting with patient complaints or concerns, covers for other staff members when they are out sick.
Accept the hand‐off of patient complaints and issues that the staff may escalate to the PSA.
Troubleshoot and assist patients that have been escalated to the PSA for assistance for billing, appointment or any necessary area.
Reviews ALL physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient is followed.
Reviews and creates daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc.
Must review ALL work log tasks on a daily basis. This is extremely important to make this part of your every day routine in Next Gen, this will be included in your annual review.
Order and maintain accurate levels of all office supplies and forms.
Establish relationships when necessary with vendors and suppliers.
Must train staff on purchasing software.
Operate the office under specified budget constraints, prepare and approve invoices to be paid, follows appropriate policy and procedure.
Must ensure Petty Cash is reconciled on a daily basis, along with the change draw if the office has one.
Responsible for Old A/R if transition is involved, responsible for reconciling old A/R, and preparing old EOB/Monies for the corporate office. (if biller on staff, this is N/A).
Deposits are to be made daily, creating a mail payment journal, attaching the appropriate documentation.
All offices must run KEPT reports to ensure all charges from that day are accounted for.
PSA's must run Encounters with no charges reports daily for all applicable facilities and drop charges daily
Ensures that their staff is up to date with their orders report and inbox by randomly auditing staff throughout the month.
PSA's are responsible to run claim edits after their charges have been dropped. This scrubs the errors, and allows the PSA to task the physician for information that is needed in order to send the claim to the insurance carrier.
Keep accurate Payment Journal & Account Payable logs in your Policy & Procedure book.
Precertify and schedule surgeries, tally monthly surgery totals, referrals & assists. (N/A if office has a surgical coordinator).
Post surgical charges and hospital/ER consults daily.
Work directly with doctors in communicating office schedules health insurance issues, medical fees and follows up on patient information.
In conjunction with the Billing Director, ensures all physicians and staff are appropriately educated regarding billing processes relayed to them, including documentation guidelines and appropriate billing and coding of services.
Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies and procedures, insurance info, memos, etc. when covering PSA long term
Handles all Medical Record Requests, or coordinates this responsibility with the file coordinator.
Ensures all CBO Billing requests are sent back with the appropriate information, and in a timely fashion
Ensures that the Facility Checklist is maintained throughout the year (i.e carpet cleaning, waxing exam room floors, etc.) when covering long term
Will learn and help train all employees on the new EMR (Electronic Medical Records).
Responsible for rescheduling appointments during inclement weather or unexpected emergencies, this may occur after‐hours or on the weekend.
Ensure phones are on Service at the end of the day and provides the answering service with the on‐call schedule.
On occasion, Patient Representatives may be expected to cover in the surrounding offices, when the schedule permits.
PSA's work collaboratively with all departments at ENTA and help to facilitate open items for their office for all departments.