Practice Administrator - Hospital Medicine (Hybrid)

MedAmerica • Ukiah, CA

10d • $26 - $32 • Hybrid

About The Position

The Practice Administrator provides direct business operations support to medical directors, site physician partners, advanced providers, and scribe employees when applicable. The role serves as the operational administrator for site leadership and as the practice’s interface with the hospital and community, supporting provider teams and helping the site meet its contractual, financial, clinical, and operational needs.

The administrator provides executive and office-management support, manages site financial and operational information, and acts as a super user for Vituity software and a contact for hospital technology systems. Depending on the practice, the role may coordinate patient census and multidisciplinary rounds, clinical schedules, medical records and charge capture, billing documentation, and provider legal-dispute processes. The administrator also coordinates recruiting, onboarding, credentialing, compliance, human resources processes, site orientation, practice policies, and operational programs.

The position supports a hospital medicine practice serving Adventist Health Howard Memorial, Adventist Health Mendocino Coast, and Adventist Health Ukiah Valley. The practice includes a fee-for-service hospital with 50 staffed beds, a Level II Trauma Center and Stroke Center, and an 8-bed hybrid ICU. The posted base salary range is $25.74–$32.18, exclusive of fringe benefits or potential bonuses; the position is eligible for the annual corporate Success Sharing bonus program.

Requirements

• Two to three years of experience in an office or healthcare setting.
• Intermediate to advanced skills in MS Excel, Word, PowerPoint, and Outlook.
• Strong consultation skills and ability to seek out information.
• Strong work ethic, organizational skills, and interpersonal skills.
• Ability to prioritize and work in a stressful environment.
• Ability to work independently, stay motivated, and meet deadlines.
• Effective verbal and written communication skills.
• Ability to create a positive environment, understand client and customer relationships, and promote Vituity’s positive image.
• Ability to understand and apply information management principles, interpret data, and use continuous quality improvement tools and methodologies.
• Flexibility, cooperation, and willingness to participate in cross-organizational performance-improvement activities.
• Proficiency in using office equipment and automated systems, applications, and software.
• Ability to establish and maintain effective working relationships required by the role.
• Ability to read, understand, and communicate in English sufficiently to perform the job duties.
• Ability to evaluate and convey information in legible reports to Human Resources, Finance, and executive groups.

Nice To Haves

• Associate or Bachelor’s degree in Business Administration, Human Resources, or a related field is strongly preferred.
• Experience working in healthcare is preferred.
• Knowledge of healthcare and medical terminology is preferred.
• Knowledge of general human resources principles is preferred.
• Knowledge of Federal, State, and County agencies that regulate the healthcare industry is preferred.

Responsibilities

• Serve as operational administrator for site Vituity leadership and interface between the practice, hospital, and community.
• Act as the front-line liaison between providers and hospital executives, nursing leadership and staff, and Vituity support teams.
• Provide executive support to the site medical director and site management team to meet contract expectations.
• Support site financial matters, including contract stipends, expense reimbursements, and payroll timecards.
• Serve as super user for Vituity software applications and point person for hospital software and hardware systems.
• When applicable, coordinate provider support in criminal or civil disputes, including receiving and routing subpoenas, scheduling depositions and trial testimony, developing provider fee schedules, and involving malpractice carriers as appropriate.
• Manage office operations, including meetings, office systems, supplies, site events, and customer service.
• When applicable, facilitate daily patient census activities and attend multidisciplinary rounds.
• When applicable, manage site clinical schedules to ensure adequate coverage and continuity of patient care.
• Collect, track, and analyze site financial and operational data.
• Project-manage site operational programs as needed, including operations meetings, patient experience, quality and performance improvement, advanced provider or scribe programs, and student or resident rotations.
• Coordinate recruiting and onboarding for new providers and employees, locums, reservists, residents, and students.
• Ensure licensed providers complete recredentialing on time and maintain licenses, certificates, and credentials required by Vituity and the hospital Medical Staff Office.
• Ensure site partners and employees comply with Vituity and hospital programs, mandated training, and other requests.
• Serve as the point person for Vituity People Operations matters, maintaining an accurate site roster and supporting compliance with employment law and Vituity policies.
• Develop and maintain site orientation checklists and manuals.
• Collaborate with the Medical Director and Site Management Team to develop and maintain site practice policies and procedures.
• When applicable, manage medical records and timely data submission to Revenue Cycle Management and ensure appropriate charge capture in the designated system; send notices and follow up as appropriate.
• Support billing and documentation compliance by completing site WIP/TAD lists, answering routine provider questions, and scheduling, hosting, or participating in monthly meetings with the Revenue Cycle Management billing team.
• Ensure completion of mandated forms and requests, including death certificates, physician office requests, state-specific Workers Compensation and Motor Vehicle Department reporting, and pharmacy requests.

Benefits

• Superior health plan options.
• Dental, vision, HSA/FSA, life, and AD&D coverage.
• 401(k) retirement savings plan with a $1.20 match for every dollar up to 6%, plus discretionary profit-sharing contributions; eligible January following 18 months of service.
• Generous paid time off starting at 3–4 weeks annually.
• Student loan refinancing discounts.
• Professional and career development program.
• EAP and travel assistance.
• Wellness program.
• Eligibility for the annual corporate Success Sharing bonus program, based on company annual performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed