Pratice Administrator (68398)

Department: Administration

Position: Practice Administrator, Level A (0 - 1,000 Encounters)

Employee Category: Exempt

Reporting Relationship: Chief Clinic Operations Officer

Character Qualities:

• Availability-Making my schedule and priorities secondary to the needs of those I serve.
• Flexibility- Willingness to change plans or ideas without getting upset
• Discretion-Recognizing and avoiding words, actions and attitudes that could bring undesirable consequences.
• Alertness-Being Aware of what is taking place around me so I can have the right responses

Summary of Duties and Responsibilities:

Supervision of clinic staff under the direction of the Regional Director of Operations. Coordinates day to day operations of the team in the healthcare site. The Practice Administrator supports the development and implementation of programs, policies, procedures, and process improvements in collaboration with the Practice Supervisor. The Practice Administrator will ensure patients are receiving care that is respectful, responsible, and responsive to individual needs, preferences, and values along with ensuring positive patient experience and patient access. The Practice Administrator is to support the health center's quality improvement and ensure productivity goals are met by supervising staff to ensure timely and accurate delivery of services. Decision- making responsibilities are expected. Incorporate and promote the "Patient First Experience" throughout all areas of the clinic.

Primary Duties and Responsibilities:

• Supervises and coordinates duties and daily activities of all support staff. Troubleshoots day to day staff/work related issues. Provides overflow coverage for all support staff positions.
• Practice Administrators will create action plans, coach, and implement performance improvement workflows.
• Recommends, develops, and implements improvements for the practice.
• Informs about current trends, problems, and medical activities to facilitate policy making.
• Maintains open communication with providers and troubleshoots any situations that may arise between provider and medical support staff.
• Identifies and implements opportunities to build employee morale and provides individual recognition and motivation when indicated.
• Maintains adequate inventories of all medical and office supplies and orders supplies through purchasing coordinator, as needed.
• Collaborates with the Practice Supervisor and assists under provider's direction with medical emergency situations as necessary.
• Assists patient service representative staff and follows verification of income processes. Coordinates and follows sliding scale policy and free waiver.
• Set up patient payment arrangements/deferrals for billing department to ensure timely filing and payment.
• Sets up patient scheduling and templates for providers, as needed.
• Oversees all daily deposits and petty cash. Monthly assists accounts/payable department with audits. Addresses and short or long deposits with appropriate support staff.
• Investigates any concern of patient and cooperates with Compliance, Safety and Privacy Officer.
• Coordinates patient satisfaction and patient flow surveys.
• Trains Practice Supervisor in clinic processes.
• Ensures that appropriate procedures are applied related to HIPAA policy with regard to patient records.
• Approves staff time-off and collaborates with Practice Supervisor arranges coverage for all direct report absences.
• Prepares and conducts staff meetings and attends leadership meetings to provide staff feedback and areas of concerns at clinic.
• Reviews and verifies timesheets for all staff and coordinates provider time off as approved by Medical Director.
• Works with and reports to Regional Director of Operations to implement programs as appropriate.
• Hires and supervises personnel to assure efficient workflow of the department(s).
• In collaboration with Practice Supervisor evaluates performance. If necessary, monitors progressive discipline and recommends termination. Manages departmental workload by assigning/reassigning duties and responsibilities as required to accommodate changing priorities and conditions. Establishes and maintains performance feedback and employee communication processes, as needed.
• Directs and controls the functional operation of the department. Supports and maintains Variety Care personnel, finance, and safety policies and procedures.
• Fosters an atmosphere within the department that promotes quality service to Variety Care patients and internal customers through active listening, attention to accuracy and personal responsibility for business outcomes.
• As an effective team leader/member, confers, communicates, and interacts with all levels of management and staff to effectively coordinate special projects and develops working relationships to further the goals and objectives of Variety Care.
• Maintains up-to-date knowledge of the health care and related industries through participation in local and national associations, review of trade publications, development of personal contacts, and in continuing education seminars. Be aware of industry trends in order to maintain competitive advantage.
• Supports Variety Care's accreditation as a Patient Centered Medical Home and our commitment to provide care to all Variety patients that is Safe, Effective, Patient Centered, Timely, Efficient, and Equitable. Provide leadership and work with all staff to achieve the goals of the "Triple Aim" of healthcare reform-to improve the experience of care, improve health outcomes, and decrease healthcare costs.
• Managers are to be confident that functions under their responsibility are being properly managed; effective; in compliance with all Federal and State Laws and regulatory agency and free from ethical lapses, waste, fraud, abuse, and threats to health and safety to the best of their ability. This includes the organization's efforts to prevent and/or mitigate loss, risk to or from personnel, threats to its physical assets, damage to its technology and intellectual property, and risks arising from all elements surrounding the work environment. All members of management are to report systematically and promptly to senior management or directly to the Compliance Officer, any perceived new risks or failure of existing control measures. Ensure effective management of the organization's performance in such areas as community affairs, human rights, employment practices, health and safety and the environment.
• Embodies the strength of personal character. Places value on being an open and honest communicator who displays high moral and ethical conduct, integrity, adaptability, and sound judgment. Must be a leader in the department and community. Result-oriented problem solver who is responsible and accountable.
• Maintains strictest confidentiality.
• Performs other duties as assigned.

Essential Functions:

• Able to lift a minimum of 25 pounds.