Practice Administrator

Vitreo Retinal Associates (VRA)•Gainesville, FL

About The Position

The Practice Administrator (PA) is responsible for overseeing day-to-day operations, financial performance, staff leadership, and patient experience within one or more clinical practice locations. This role ensures operational excellence, adherence to organizational standards, and strategic execution at the practice level. The PA leads multidisciplinary teams, collaborates closely with providers and regional leadership, owns local compliance and governance functions, and plays a key role in driving practice growth and operational efficiencies.

Requirements

Bachelor’s degree in healthcare management, business administration, public health, health services management, nursing, or other clinical field.
Minimum of 5 years of healthcare leadership experience in a multi-site department or facility.
Ophthalmology or related industry experience preferred.
HRIS experience, UKG preferred.
Proven ability to lead and develop a team and drive performance improvement, demonstrated by progressive increases in management responsibility
Proven experience overseeing day-to-day clinical practice operations, including scheduling, patient flow, provider support, and administrative workflows
Experience with budgeting, financial reporting, productivity metrics, and understanding the revenue cycle process
Ability to supervise, develop, and evaluate staff; managing staffing plans; lead teams; and promote a strong culture of accountability and performance.
Familiarity with HIPAA, OSHA, CMS guidelines, and other regulatory standards; ability to implement and maintain compliance processes
Ability to communicate effectively with providers, staff, patients, and leadership; skilled in conflict resolution, meeting facilitation, and service recovery
Proficiency with EHR/EMR systems, scheduling systems, reporting tools, and basic office software; ability to analyze data and optimize workflows using technology
Experience with workflow optimization; ability to identify inefficiencies, implement changes, and drive continuous improvement.

Nice To Haves

Master’s degree preferred.
Ophthalmology or related industry experience preferred.
HRIS experience, UKG preferred.

Responsibilities

Oversee operations for all practice locations.
Responsible for management of direct reports to include hiring, training, development, support, performance management, and termination of staff in partnership from Human Resources.
Act as liaison between the practice and any external or affiliated surgery centers and facilities.
Identify and implement procedural changes and solutions for inefficiencies practice wide.
Act as a liaison for the doctors to relay clinical, operational, or other issues or concerns may have via appropriate communication methods to various other parties (staff, leadership, regional support services, etc.)
Meet with the Regional leadership, Regional Manager (RMO) or Regional Director of Operations (RDO) and doctor leadership on a regular basis to provide recommendations, reporting, and insights
Develops insights and initiatives based on supported data and analytics to drive optimal clinical and surgical performance by doctors.
Assist with other local governance areas as defined by EyeSouth and Practice Managing Partner(s).
Collaborates and participates in special projects as defined by RDO or Division President
Oversee revenue cycle management (RCM) metrics; identifies areas of opportunities based on coding trends, reimbursement, and denials
Host regularly scheduled doctor, leadership, and all-staff meetings
Analyze trends and metrics to develop solutions, programs, and policies
Work closely with RMO, RDO, management team, doctors, marketing, physician liaison, and employees to improve work relations, build morale, and increase productivity and retention.
Ensure effective supervision and training of practice staff, encourages optimal performance, and maintains compliance with operating procedures and governmental regulations.
Monitors developments in the local market and provides recommendations regarding appropriate responses and strategies; ensure implementation of planning initiatives.
Understanding and management of the monthly and annual profit and loss statement (P&L)
Accountable for maintaining practice expenses and revenue based on planned annual fiscal budget and understanding of the general ledger
Oversee practice leaders to achieve monthly and annual budget goals; continuously identify opportunities for improvement
Collaborates heavily with regional and doctor leadership, and shared services on annual capital equipment and operational budget creation process.
Maintains a fiduciary responsibility regarding expenses and manages the annual budget to ensure practice is meeting key performance indicators (KPIs)
Inventory and purchasing oversight.
Track and monitor cash management process including end of day reconciliation, weekly cash deposits, and time of service collections. Ensure practice stays within range of EyeSouth KPIs and metrics; setting new processes or procedures to meet all set performance goals.
Assist Doctor Compensation team by tracking expenses, cost of goods sold (COGS) and collections for annual doctor compensation true-up process. Suggest salary draw changes to prevent the doctors from entering a deficit.
Provides guidance and input on performance management, workforce planning and succession planning
Provides day-to-day performance guidance to staff (coaching, counseling, and career development) and consults with the HR Business Partner (HRBP) when appropriate.
Coordinates and assists leadership team with annual focal reviews.
Oversees payroll functions related to approval of timecards, mileage and other business-related expense reimbursements, PTO approvals. Responsible for reviewing and approving the bi-weekly payroll register for the practice.
Design and track any staff incentive or employee retention programs for practice development initiatives partnering with HRBP and regional leadership when appropriate.
Manage and approve doctor time off and schedules based on their individual employment agreement
Manage doctor relations with patients, staff, and referring communities.
Assists in developing the content material and placement of all printed, internet and scripted marketing materials and tools (brochures, newsletters, recall cards, advertisements, etc.)
Assists in the development and administration of ongoing marketing efforts to inform current and potential patients regarding services available; also monitors effectiveness of such efforts through appropriate measures and review.
Assists in introducing new doctors and services to the public and medical community.
Maintains positive and loyal relationships among referring specialists, actively solicits and resolves areas of concern, and provides appropriate training and coordination assistance for referring offices.
Work in collaboration with the physician liaison and corporate marketing on projects to promote the organization, doctors, and services.
Assist with ensuring adherence with HIPAA, OSHA, CMS and other healthcare regulations
Maintain accurate documentation and audit readiness
Develop and implement policies and procedures for safety and privacy
Ensure all medical record processes and procedures run efficiently and accurately
Understand and accept responsibility for reporting potential or suspected errors to Compliance Officer
Oversee MIPS reporting and auditing process annually. Train staff in the proper documentation required by MIPS; decides on annual improvement activities and document implementation; complete any audit requests.