Senior Practice Administrator

MedAmerica • Everett, WA

6h • Onsite

About The Position

As a Practice Administrator, you play a vital role in our mission to improve lives. Provide direct, business operations support to our medical directors, site physician partners, advanced providers and scribe (when applicable) employees. At Vituity we know the impact you can have.
Join the Vituity Team. At Vituity we’ve cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call “culture of brilliance.” Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done.
Vituity Locations: Vituity has opportunities at 900 practices across the country, serving 14.5+ million patients a year. With Vituity, if you ever need to move, you can take your job with you.

Requirements

• High school diploma or equivalent and 4+ years of administrative experience in an office or healthcare setting, or a combination of education and experience that demonstrates attainment of the required competencies.
• Knowledge of healthcare and medical terminology.
• Knowledge of general Human Resource principles.
• Knowledge of Federal, State, and County Agencies who regulate the Healthcare Industry.
• People Management skills.
• Intermediate to advanced MS Excel, Word, PowerPoint, and Outlook skills.
• Strong consultation skills and the ability to seek out information.
• Strong work ethic, organizational skills, and interpersonal skills.
• Ability to prioritize and work in a stressful environment.
• Ability to be self-directed, motivated, and sensitive to deadlines.
• Ability to express ideas and convey information effectively in verbal and written communications.
• Able to create a positive environment, clearly understand client / customer relationships, and promotes Vituity positive image.
• Ability to understand and apply information management principles, data analysis interpretation and continuous quality improvement tools/methodologies.
• Ability to maintain flexibility, cooperation and participate in cross-organizational performance improvement activities.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability to establish and maintain effective working relationships as required by the duties of the position.
• Ability to read, understand and communicate in English sufficient to perform the duties of the position.
• Ability to evaluate and convey information in legible reports to Human Resources, Finance, and Executive groups

Nice To Haves

• Bachelor’s degree in Business Administration, Human Resources, or related field Preferred.
• Experience in people management preferred.
• Experience working in the healthcare field preferred.

Responsibilities

• Lead and participate in operational programs such as Patient Experience, Quality and Performance Improvement, Provider and Scribe Development, and clinical education rotations.
• Assist the Medical Director and Practice leadership Team to execute strategic and operational goals aligned with Vituity’s mission, client expectations, and contract obligations.
• Serve as the executive liaison for the practice leading operational communication and collaboration among cross-functional teams, including internal departments, provider staff, hospital leadership, and key stakeholders.
• Provide executive administrative support to the practice Medical Director (MD) and Practice leadership Team to fulfill contract expectations and meet operational benchmarks.
• Develop, implement, and maintain practice office operations including meeting coordination, supply and equipment ordering, practice event planning, draft and upkeep procedure manual, and customer service initiatives.
• Serve as a resource for clinical and administrative teams on system navigation, IT systems, and hospital workflows.
• Act as the super user for all Vituity software platforms and serve as the key contact for hospital software and hardware systems.
• Lead proactive innovation by exploring cutting-edge tools, strategies, and cost-effective solutions; deliver high-impact recommendations that directly address practice challenges, accelerate progress toward goals, and position the practice for sustained operational excellence.
• Represent the provider team in interactions with hospital administration, nursing leadership and internal Vituity departments.
• Acts as a cultural anchor for the practice, fostering connection, resilience, and team cohesion—especially during times of change or challenge—by promoting a positive, inclusive, and supportive work environment.
• Autonomously handle and provide timely resolution of key stakeholders' inquiries utilizing critical thinking skills. Communicate or escalate inquiries and requests as appropriate to the Medical Director.
• Project manage various projects related to operational efficiency, innovation, technology adoption, and workforce development.
• Coordinate operational logistics to support clinical programs, staffing, and scheduling
• Serve as a trusted operational advisor to the Practice Medical Director, practice leadership team, providers, and hospital leadership.
• Utilize business acumen to support practice growth, optimize operational efficiency, and drive quality improvement initiatives.
• Analyze operational and financial data to inform strategic decision-making and resource allocation.
• Analyze and assist with practice financial management including conducting cost analyses, identifying opportunities for financial efficiency, ensuring accurate invoicing of contract stipends, tracking advanced practice provider (APP) professional expense reimbursement (PER) benefit at the practice level, preparation and review of timecards for payroll processing, and maintaining the budget for the practice's local costs.
• Collaborate with leadership in the development, implementation, and enforcement of practice policies and procedures
• Manage recruiting, onboarding, and credentialing processes for new providers, employees, locum tenens, champions, residents, and students.
• Participate in daily multidisciplinary rounds and create the daily patient census, as applicable to the practice’s practice line.
• Assist providers involved in legal matters routing subpoenas, scheduling depositions and testimony, developing provider fee schedules, and coordinating with malpractice carriers, as appropriate.
• Manage all aspects of clinical scheduling, ensuring adequate provider coverage with no disruption to patient care.
• Execute staffing analyses to optimize clinical schedule and operations to drive efficiency.
• Lead the provider onboarding process, including the development and maintenance of onboarding checklists, orientation manuals, and administrative procedures to support seamless integration and high-performance team outcomes
• Act as the liaison for Vituity People Operations (HR) and Partnership Affairs (CPAC), maintaining an accurate practice roster and supporting adherence to employment laws and company policies.
• Responsible for ensuring provider compliance with licensing, credentialing, training requirements, and recredentialing timelines.
• Ensure compliance for all practice team members with Vituity and hospital-mandated programs, training requirements, and other operational requests.
• Serve as the practice subject matter expert (SME) for accessing resources to support HR functions at the practice.
• Manage the recruitment, onboarding, and performance of assigned employees.
• Conduct performance evaluations, develop training materials, and implement professional development and performance improvement plans as needed
• Support billing and documentation compliance by overseeing the completion of practice Work in Progress (WIP) and Turn Around Documentation (TAD or TIPR) lists, and by addressing routine provider documentation inquiries.
• Ensure timely completion and submission of mandated forms and requests, including but not limited to death certificates, physician office documentation, state-specific Workers’ Compensation and Motor Vehicle Department reports, and pharmacy-related requests.
• Facilitate practice collaboration with Revenue Cycle Management (RCM) by leading or contributing to regular meetings aimed at optimizing records and data submission workflows and enhancing billing efficiency.
• Ensure timely and accurate charge capture and data submission to Revenue Cycle Management systems, as well as support for billing and documentation compliance

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25 plus discretionary profit-sharing contributions (eligible January following 18 months of service)
• Generous paid time off starting 3-4 weeks’ annually
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP and travel assistance included
• Wellness program
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED