Practice Administrator- Clinics, Full Time Days

Cape Fear Valley Health

20h•Onsite

About The Position

Accountable for provision of expert management services to the primary care practices as assigned. Responsible for the delivery of patient quality care and a balanced financial bottom line. Manages staff responsible for daily medical and practice support activities. Manages front end activities in a clear and consistent manner, consistently seeking improvements to facilitate patient satisfaction and increased revenue so that the practice may effectively operate and develop new programs. Ensures compliance with all regulatory agencies, departmental and organization policies and procedures for Medical and Practice staff. Major Job Functions Directly supervises medical and practice personnel. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring recommendations, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; staff work schedules and overtime review. Is responsible for the direct supervision of staff responsible for patient care and practice operations, staff training and oversight, system development and training, process improvement, patient scheduling, patient complaint resolution, expert customer service and the achievement of excellent Press Ganey or similar scores, registration, eligibility checking, referrals, pre-certs, billing and charge capture monitoring, call responsiveness and accurate scanning of documents, and other functions deemed appropriate to enhance practice performance. Works closely with the senior management team to develop business strategies, handle projects, formulate budgets and oversee daily operations of the Sleep Medicine Service Line. Evaluates practice and patient outcomes and facilitates the process for improvement. Plans involvement in direct patient care to identify and evaluate practice changes. Works closely with billing and coding departments to assure practices are current with coding and billing procedures and techniques. Maintains current knowledge of appropriate billing rules and coding procedures. Conducts periodic audits within the practices to assure performance metrics are met or exceeded. Responsible for ensuring front desk procedures are structured and adhered to by staff to minimize claim declines and enhance collections to the practice. Advises senior management team of key issues, trends, and patient or physician issues, and makes recommendations to solve and streamline office procedures. Ensures all charge capture procedures are followed; reviews central drives to ensure charges are batched and initiated in timely and accurate manner. Addresses issues immediately in constructive manner with staff. Prepares reports and monitors monthly including but not limited to: volumes, visits, charges, and similar practice key indicators. Works with physicians and staff to recommend improvements and to review data so that open lines of communication are maintained and work improvements are consistent. Ensures collection of copayments at the front end and assures balancing of cash at the end of each day. Prepares paperwork for the purchase and inventory of supplies, maintaining financial responsibility and accountability. Reviews documentation for accuracy and prepares paperwork for approval. Oversees all provider appointment schedules at each office location, assuring smooth movement of patients through the provider and lab visit. Reviews physician performance and increases scheduled appointments at intervals to ensure minimal patient backlogs. Works with the physicians to assure mutual satisfaction with patient flow. Verifies and updates patient information to ensure accuracy in the medical record with each encounter. Reviews registration procedures with staff to minimize duplicate record entries and accurateness of data. Obtains all sleep lab reports and results, ensures entry into the medical record. Ensures sleep lab follow up procedures are in existence and followed so that patients are updated regarding their medical information. Monitors the system to ensure medical and practice staff follow up for sleep studies, prescriptions, and similar services. Prepares monthly office employee schedules and ensures appropriate coverage for site practices; coordinates scheduling to maximize services to patients and to minimize overtime expenses. Develops goals and objectives and monitors the progress and achievement of same, in relation to practice operation. Leads and/or participates in key projects to develop service line activities or programs. Charts milestones and updates the upper management as directed. Trains staff in office processes, procedures, revenue stream activities, and customer service initiatives. Prepares and conducts annual performance reviews for non-physician employees and is responsible for performance improvement plans where staff is performing in a less than satisfactory manner. Documents issues and communicates in a formal manner to staff. Suggests office process improvements to upper management and communicates as necessary to staff; leads process improvement implementation as directed. Conducts regular staff meetings; regularly communicates organization information. Ensures that the office is Joint Commission, AASM, and DHSR compliant (where appropriate) and reports any issues immediately to the upper management. Assists in the preparation of Operational and Capital Budgets, monitors monthly progress of same, and analyzes monthly variances. Reports variances and substantiates monthly to upper management. Prepares data and trending analysis reports as requested to the upper management. Must be able to perform staff functions to facilitate understanding, recommend process flow enhancements, and training of such. May backup staff where staff shortages exist. Coordinates building maintenance with appropriate personnel. Ensures patient education materials are available as appropriate. Ensures patient waiting room is neat and clean at all times. Acts in a professional manner reflecting the mission and philosophy of Cape Fear Valley Health System. Reviews operating environment of the practice and assures the delivery of quality care to patients. Assures participation in compliance with customer service initiatives, and reports of same. The following is a summary of the major essential functions of this job. The incumbent may perform other duties, both major and minor, that are not mentioned below. In addition, specific functions may change from time to time: Prepares payroll for appropriate sign off on a daily and bi-weekly basis. Demonstrates/models the Health System's core values and customer service behaviors in interactions with all internal and external customers. Complies with Practice and Health System policies regarding employee health, safety, attendance, and dress code. Maintains confidentiality of all materials handled within the Sleep Services, Hospital, as well as the proper release of information in compliance with HIPAA Laws. Projects a positive image of the Health System with a focus on customer/stakeholder relations, i.e., appearance, communication, demeanor, timeliness, follow up, and follow through. Regular and predictable attendance is an essential function of the job. Performs other duties as required in relation to function.

Requirements

Associate degree in healthcare-related field required
3 years healthcare experience required
Knowledge of practice management systems and EMR’s required.
Must demonstrate familiarity with CPT & ICD10 coding.
Excellent written and verbal communication skills required
Ability to interact with stakeholders (patients, providers, payers and community as well as others)
Must be able to stand/walk up to 50% of shift.
Must be able to sit up to 50% of shift.
Must be able to bend up to 10% of shift.
Must be able to lift/carry equipment and/or supplies weighing up to 20 lbs.
Must be able to utilize keyboard and view computer screen up to 50% of shift.
Must have good visual and hearing acuity

Nice To Haves

Bachelor's degree in healthcare-related field or equivalent preferred
Direct physician practice experience preferred
Experience with large practice with multiple locations preferred

Responsibilities

Directly supervises medical and practice personnel.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Responsibilities include interviewing, hiring recommendations, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; staff work schedules and overtime review.
Is responsible for the direct supervision of staff responsible for patient care and practice operations, staff training and oversight, system development and training, process improvement, patient scheduling, patient complaint resolution, expert customer service and the achievement of excellent Press Ganey or similar scores, registration, eligibility checking, referrals, pre-certs, billing and charge capture monitoring, call responsiveness and accurate scanning of documents, and other functions deemed appropriate to enhance practice performance.
Works closely with the senior management team to develop business strategies, handle projects, formulate budgets and oversee daily operations of the Sleep Medicine Service Line.
Evaluates practice and patient outcomes and facilitates the process for improvement.
Plans involvement in direct patient care to identify and evaluate practice changes.
Works closely with billing and coding departments to assure practices are current with coding and billing procedures and techniques.
Maintains current knowledge of appropriate billing rules and coding procedures.
Conducts periodic audits within the practices to assure performance metrics are met or exceeded.
Responsible for ensuring front desk procedures are structured and adhered to by staff to minimize claim declines and enhance collections to the practice.
Advises senior management team of key issues, trends, and patient or physician issues, and makes recommendations to solve and streamline office procedures.
Ensures all charge capture procedures are followed; reviews central drives to ensure charges are batched and initiated in timely and accurate manner.
Addresses issues immediately in constructive manner with staff.
Prepares reports and monitors monthly including but not limited to: volumes, visits, charges, and similar practice key indicators.
Works with physicians and staff to recommend improvements and to review data so that open lines of communication are maintained and work improvements are consistent.
Ensures collection of copayments at the front end and assures balancing of cash at the end of each day.
Prepares paperwork for the purchase and inventory of supplies, maintaining financial responsibility and accountability.
Reviews documentation for accuracy and prepares paperwork for approval.
Oversees all provider appointment schedules at each office location, assuring smooth movement of patients through the provider and lab visit.
Reviews physician performance and increases scheduled appointments at intervals to ensure minimal patient backlogs.
Works with the physicians to assure mutual satisfaction with patient flow.
Verifies and updates patient information to ensure accuracy in the medical record with each encounter.
Reviews registration procedures with staff to minimize duplicate record entries and accurateness of data.
Obtains all sleep lab reports and results, ensures entry into the medical record.
Ensures sleep lab follow up procedures are in existence and followed so that patients are updated regarding their medical information.
Monitors the system to ensure medical and practice staff follow up for sleep studies, prescriptions, and similar services.
Prepares monthly office employee schedules and ensures appropriate coverage for site practices; coordinates scheduling to maximize services to patients and to minimize overtime expenses.
Develops goals and objectives and monitors the progress and achievement of same, in relation to practice operation.
Leads and/or participates in key projects to develop service line activities or programs.
Charts milestones and updates the upper management as directed.
Trains staff in office processes, procedures, revenue stream activities, and customer service initiatives.
Prepares and conducts annual performance reviews for non-physician employees and is responsible for performance improvement plans where staff is performing in a less than satisfactory manner.
Documents issues and communicates in a formal manner to staff.
Suggests office process improvements to upper management and communicates as necessary to staff; leads process improvement implementation as directed.
Conducts regular staff meetings; regularly communicates organization information.
Ensures that the office is Joint Commission, AASM, and DHSR compliant (where appropriate) and reports any issues immediately to the upper management.
Assists in the preparation of Operational and Capital Budgets, monitors monthly progress of same, and analyzes monthly variances.
Reports variances and substantiates monthly to upper management.
Prepares data and trending analysis reports as requested to the upper management.
Must be able to perform staff functions to facilitate understanding, recommend process flow enhancements, and training of such.
May backup staff where staff shortages exist.
Coordinates building maintenance with appropriate personnel.
Ensures patient education materials are available as appropriate.
Ensures patient waiting room is neat and clean at all times.
Acts in a professional manner reflecting the mission and philosophy of Cape Fear Valley Health System.
Reviews operating environment of the practice and assures the delivery of quality care to patients.
Assures participation in compliance with customer service initiatives, and reports of same.
Prepares payroll for appropriate sign off on a daily and bi-weekly basis.
Demonstrates/models the Health System's core values and customer service behaviors in interactions with all internal and external customers.
Complies with Practice and Health System policies regarding employee health, safety, attendance, and dress code.
Maintains confidentiality of all materials handled within the Sleep Services, Hospital, as well as the proper release of information in compliance with HIPAA Laws.
Projects a positive image of the Health System with a focus on customer/stakeholder relations, i.e., appearance, communication, demeanor, timeliness, follow up, and follow through.
Regular and predictable attendance is an essential function of the job.
Performs other duties as required in relation to function.