Practice Administrator

Forefront Dermatology•Hampton, VA

9d•Hybrid

About The Position

The Practice Administrator provides leadership, communication, and guidance to physicians, providers, clinic team leaders, and staff within their clinic, while promoting the values and mission statement of Forefront Dermatology. This role is accountable for cultivating clinic leadership, driving operational excellence, and delivering a patient experience that results in the highest levels of patient satisfaction and retention. The Practice Administrator is also responsible for the clinic's economic profitability and growth. They act as the primary communication liaison between Support Services and the clinic, handling corporate policy and procedural changes, as well as clinic operational protocols.

Requirements

Bachelor of Healthcare Administration or Business preferred.
2+ years of previous work experience in dermatology or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting is preferred.
Must keep current on state licenses and/or registrations to continue employment.
Valid Driver License and driving record that allows for insurability by Forefront Dermatology.
Demonstrated leadership experience.
Must be able to demonstrate leadership by serving as an example to others with regard to professional behavior, handling multiple tasks, maintaining a positive attitude, and in response to organizational change.
Proficiency with Microsoft Word, Excel and PowerPoint.
Must possess excellent leadership, organizational, computer, and communication skills.
Ability to work effectively and cooperatively with staff, board, clients, and the public.
Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.
Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness.
Ability to maintain confidentiality of information.
Ability to communicate in an active multi-office environment.
Ability to efficiently operate all job-related office equipment (telephone, computer, calculator, fax, copier).
Ability to communicate via telephone & email.
Ability to sit for large portions of a workday.

Responsibilities

Analyze trends in revenue, productivity, appointments, workdays, and patient flow to maximize practice growth and provider performance.
Oversee physician and staff schedules to manage time off, maximizing patient convenience while managing practice expenses to maintain profitability.
Maximize clinic operational efficiency, customer service, and performance, as well as physician and mid-level provider satisfaction through effective leadership.
Conduct weekly check-ins with clinic leaders to review operations and plan for upcoming changes, including staff issues, development, training, work schedules, and addressing concerns.
Coach team leaders on their responsibilities and review equipment or supply needs.
Review staffing analysis and staff schedules for the upcoming 3 months, providing direction as needed.
Review office economic performance, assess opportunities to better fill schedules, and control supply and labor costs.
Review Key Performance Indicators (KPIs).
Support timely collection of patient A/R.
Collaborate with clinic leadership teams in monthly meetings to review operations, economic performance, KPIs, and address questions and concerns.
Present standardized companywide meeting topics and presentations during monthly managers meetings, covering operational management, customer service, compliance, and leadership training.
Discuss additional content specific to clinics and provide managers with assignments for monthly meetings.
Complete standard quarterly clinic reviews and written summary reports covering reception and clinic operations, CLIA, HIPAA, and OSHA.
Meet with physicians, providers, and managers to review quarterly reports, KPIs, and address questions and concerns.
Provide Forefront management with written reports.
Provide a weekly email summary to the physician advisor and FFD Operations leadership detailing accomplishments, discussions, challenges, and the upcoming week's schedule.
Prepare for and actively participate in required management meetings.
Act as the liaison between Support Services and the clinic to improve support.
Develop and maintain clinic leadership and staff training materials in collaboration with RCMs and Support Services managers.
Develop content for monthly leadership meetings in collaboration with RCMs and Support Services managers.
Oversee overall clinic staffing performance, including interviewing, selection, hiring, terminations, performance reviews, orientation, training, and time and attendance.
Directly responsible for clinic leadership orientation and accountable for their performance.
Oversee accuracy of clinic staff work schedules and provide feedback to managers.
Review staff time & attendance reports and manage issues.
Ensure all staff are trained effectively and managers lead effective monthly staff meetings.
Ensure managers effectively manage clinic operations in accordance with company policies, values, and mission.
Responsible for completion of 90-day and annual staff performance reviews for direct reports.
Ensure clinic managers complete staff performance reviews on time.
Provide coaching to managers on completing staff performance reviews and performance corrections.
Coordinate all aspects of new physician or provider orientation and onboarding.
Coordinate equipment, scheduling, and other aspects related to expanding or adding new services to an existing clinic.
Ensure clinics are adequately staffed to provide the best patient experience and support physician efficiency.
Ensure all clinic and providers deliver the best patient experience for every patient and resolve patient concerns effectively.
Ensure clinic compliance with HIPAA, OSHA, CLIA requirements, meaningful use requirements, and all state regulations.
Report all compliance issues to the compliance committee and ensure effective resolution.
Prepare for and participate in CLIA surveys.
Assist in ensuring new policies and procedures are CLIA compliant.
Under the direction of the Technical Supervisor, oversee maintenance of quality control and quality assurance records.
Coordinate the scheduling and timely completion of Proficiency testing.
Coordinate troubleshooting actions with appropriate entities when quality assurance, quality control, or proficiency issues arise.
Provide written Plan of Correction response details to CLIA deficiencies.
Provide staff re-education or discipline as appropriate.
Perform annual OSHA inspections with managers and address relevant issues, maintaining written inspection reports.
Review and update clinical policies and procedures annually or as changes occur, in collaboration with RCMs.
Adhere to compliance and complete compliance training.
Perform other related duties as assigned.