Practice Administrator

SunState Medical Specialists•Boca Raton, FL

2d•Onsite

About The Position

The Practice Administrator leads the business and daily operations of a high-volume community urology practice, directly managing staff who support 1 to 3 providers. The administrator partners with physicians and advanced practice providers to maintain timely patient access, dependable staffing, efficient clinical and surgical workflows, a positive patient experience, and strong financial performance. The role translates physician priorities into clear procedures, measurable goals, and consistent staff performance. Clinical supervision and clinical decision-making remain with licensed providers. Responsibilities span daily operations and patient access; staff recruitment, training, supervision, and accountability; financial management and business performance; revenue cycle and payer operations; coordination of urology-specific services, office procedures, medications, and surgeries; results tracking and continuity of care; patient experience and community relationships; quality, compliance, and risk management; and technology, facilities, and information management. The administrator manages daily staffing, workflows, service recovery, and approved expenditures within assigned authority, and recommends changes requiring leadership approval. This is an on-site leadership position in a fast-paced outpatient practice. It involves frequent interruptions, sensitive information, patient and staff concerns, and movement throughout the office. Occasional extended hours may be required as business needs dictate, and travel may be required if the practice operates additional locations. Essential duties must be performed with or without reasonable accommodation. Duties may be adjusted to reflect practice size, staffing, services, and approved business needs.

Requirements

At least five years of progressive medical practice management experience, including substantial responsibility for a busy physician practice and direct staff supervision.
Demonstrated experience in urology practice operations, including office procedures, surgical scheduling, authorizations, and coordination of specialty medications or comparable complex services.
Proven ability to manage budgets, interpret financial and revenue-cycle reports, control expenses, improve collections, and implement operational improvements.
Experience recruiting and developing staff, addressing performance concerns, managing competing priorities, and partnering effectively with physicians and advanced practice providers.
Working knowledge of medical terminology, insurance requirements, payer enrollment, coding and documentation workflows, privacy expectations, and outpatient practice safety procedures.
Proficiency with electronic health record and practice management systems, spreadsheets, and management reporting.
Excellent communication, organization, conflict resolution, judgment, discretion, and follow-through.
Leadership experience in a high-volume community urology practice.
Experience supporting a small provider group with a busy clinical support team, in-office procedures, and hospital or surgery center access.
Experience improving patient access, implementing technology, developing team leads, and managing practice growth or organizational change.

Responsibilities

Lead daily office operations and coordinate front desk, scheduling, medical records, referrals, authorizations, clinical support, and billing functions.
Build provider schedules and monitor patient flow, appointment availability, telephone access, portal messages, no-shows, cancellations, and wait times; address bottlenecks and unused appointment capacity.
Prepare staffing and room assignments, conduct operational huddles, arrange cross-coverage, and maintain written workflows and continuity plans.
Recruit, onboard, train, coach, and evaluate staff; establish duties, service expectations, and performance goals; liaise with corporate recruiting on open positions.
Oversee staff schedules, timekeeping, overtime, attendance, cross-training, and coverage within approved budgets; address performance concerns and conflicts, document actions, and coordinate with human resources when available.
Maintain an inclusive workplace, hold team meetings and individual check-ins, and provide administrative coverage when needed while maintaining management duties.
Review financial statements and operating costs; implement cost-saving measures; monitor productivity, provider schedules, visits, procedures, work RVUs, and collections using available reports.
Oversee purchasing, inventory, vendor performance, service agreements, payroll inputs, accounts payable, and accounting requests.
Oversee billing staff or vendors and revenue-cycle functions, including charge entry, claim submission, payment posting, denial resolution, follow-up, and patient balances.
Monitor charge capture and reconciliation for visits, procedures, administered drugs, diagnostic services, and surgical cases; support accurate registration, eligibility, referrals, benefits verification, authorizations, and patient financial communications.
Coordinate coding education and reviews with qualified resources, resolve documentation gaps with clinicians, maintain payer participation and provider enrollment records, and track credentialing and recredentialing.
Communicate financial policies, address escalated billing concerns, and apply approved payment arrangements and collection procedures.
Maintain operational knowledge of offered services and ensure reliable scheduling, staffing, supplies, authorizations, documentation, and billing workflows.
Coordinate office procedures and diagnostic services, including scheduling guidelines, room readiness, equipment, supplies, patient instructions, and routing of clinical concerns to licensed clinicians.
Oversee surgical scheduling and coordination with hospitals and surgery centers; track authorizations, preoperative requirements, documentation, cancellations, postoperative appointments, and follow-up.
Oversee administrative processes for specialty medications and treatment programs, including benefit verification, authorization, acquisition pathways, inventory, expiration tracking, charge capture, storage, handling, and related communications.
Implement tracking systems for specimens, laboratory results, imaging, pathology, referrals, treatment milestones, and missed follow-ups; ensure clinicians receive and acknowledge results and escalate overdue items.
Set expectations for respectful, discreet service; resolve escalated patient concerns, investigate service failures, improve patient communications, and maintain relationships with referring physicians and community partners.
Support practice growth through referral access, physician onboarding, service expansion, and outreach approved by practice leadership.
Maintain policies, training records, and compliance activities related to privacy, workplace safety, infection prevention, billing integrity, and employment practices; coordinate relevant clinical and operational documentation.
Coordinate equipment maintenance, cleaning, instrument reprocessing, exposure response, supply handling, staff competency documentation, credential tracking, incident reporting, and readiness for inspections, audits, and payer reviews.
Escalate suspected privacy breaches, patient safety events, billing concerns, and significant employee issues through established channels; coordinate applicable quality reporting and payer program requirements.
Oversee effective use of the electronic health record, practice management system, patient portal, telephone platform, payment systems, and reporting tools; partner with IT on access, training, downtime procedures, backups, and restoration readiness.
Maintain facilities, room utilization, equipment service schedules, supply availability, vendor response, confidentiality, document retention, and secure information handling.
Manage daily staffing, workflows, service recovery, and approved expenditures within assigned authority; recommend changes to compensation, staffing, contracts, equipment, and services and obtain approval when required.
Work collaboratively with clinical staff, billing leaders, HR, accounting, IT, and compliance resources, whether internal or outsourced.