Practice Administrator Asthra Health Santa Monica, CA Job Details Full-time From $100,000 a year 3 hours ago Benefits Paid holidays Health insurance Dental insurance Paid time off Vision insurance Qualifications OSHA (regulatory compliance area) Patient scheduling systems Managing healthcare project budgets Accounts receivable management Achieving HIPAA compliance Safety regulations Healthcare Administration Provider enrollment for medical credentialing Practice management software Clinic experience State healthcare regulations Microsoft Office Master's degree Launching new business lines Bachelor's degree Public Health Project management experience in healthcare Vendor relationship management Meeting facilitation Managing projects Budget management in healthcare Outpatient services management

Full Job Description Position Summary:

The Practice Administrator is a hands-on operational partner to the CFO/COO and Practice Manager and supports the launch, expansion, and ongoing development of the medical practice. This position leads cross-functional projects involving clinic readiness, facilities, vendors, licensing and compliance coordination, payer and revenue-cycle readiness, technology implementation, and service-line expansion, including infusion services. The Practice Administrator converts leadership decisions into organized workplans, follows projects through completion, and helps establish scalable systems for safe, efficient, and patient-centered operations. This role complements not duplicates the Practice Manager. The Practice Manager retains primary responsibility for daily clinic operations, routine staff oversight, scheduling, and real-time workflow management unless specific responsibilities are formally delegated.

Key Responsibilities:

Clinic Launch and Expansion

• Develop and maintain comprehensive launch plans, timelines, responsibility assignments, readiness checklists, and risk logs for new clinics, locations, and service lines.
• Coordinate clinic startup activities across operations, clinical leadership, facilities, finance, vendors, technology, credentialing, billing, and compliance partners.
• Track dependencies, escalate barriers, document decisions, and ensure owners complete deliverables by established deadlines.
• Support the development and implementation of infusion services, including operational readiness, vendor coordination, equipment planning, medication-storage requirements, emergency preparedness, staff training coordination, and mock-readiness exercises.
• Coordinate pre-opening walkthroughs, readiness reviews, and post-launch stabilization activities. Facilities, Equipment, and Vendor Management
• Coordinate facility assessments and work with qualified healthcare contractors, landlords, and consultants regarding medical-space requirements, accessibility, electrical capacity, HVAC, plumbing, sinks, medication storage, and life-safety needs.
• Obtain, compare, and manage vendor proposals, contracts, implementation schedules, insurance documentation, and service-level expectations.
• Oversee procurement and installation planning for clinical and administrative equipment, furniture, telecommunications, supplies, and technology.
• Maintain vendor and contract records, renewal dates, warranties, maintenance schedules, and issue-resolution logs. Regulatory, Licensing, and Compliance Coordination
• Coordinate required applications, renewals, documentation, and readiness activities related to clinic operations, business licensing, laboratory services, infusion operations, pharmacy or medication-management requirements, OSHA, HIPAA, and other applicable standards.
• Coordinate in-state and out-of-state provider licensing, renewals, credentialing documentation, telehealth registrations, and other state-specific operational requirements.
• Engage qualified legal, regulatory, pharmacy, clinical, or facilities experts when interpretation or professional certification is required; this position coordinates the work but does not independently provide legal or clinical determinations.
• Maintain organized compliance calendars, licenses, permits, policies, inspection records, training documentation, and corrective-action tracking.
• Partner with the Medical Director, CFO/COO, Practice Manager, and clinical leadership to prepare for inspections, audits, and accreditation or payer-readiness reviews, as applicable. Operational Systems and Process Improvement
• Partner with the Practice Manager to design, document, implement, and evaluate workflows that support efficient patient access, scheduling, referrals, authorizations, records, clinical care, medication handling, billing, and follow-up.
• Create practical project trackers, standard operating procedures, responsibility matrices, and performance dashboards without imposing unnecessary administrative burden.
• Identify workflow gaps, operational risks, and resource needs; recommend solutions supported by data, regulatory guidance, and frontline input.
• Support implementation and optimization of the EMR, patient portal, phone system, document-management tools, inventory systems, and other practice technologies. Payer, Credentialing, and Revenue-Cycle Readiness
• Coordinate with credentialing and billing partners to monitor provider enrollment, payer contracting, fee schedules, authorizations, coding setup, charge capture, claims workflows, and go-live readiness.
• Support financial and operational analyses for new services, including expected volume, staffing, supply and drug costs, reimbursement, vendor terms, and implementation expenses.
• Monitor launch-related revenue-cycle issues and coordinate timely resolution with internal and external partners. Leadership Partnership and Communication
• Meet regularly with the Practice Manager to align priorities, clarify ownership, review project status, and resolve operational barriers.
• Prepare concise status reports for executive and clinical leadership, including accomplishments, upcoming decisions, risks, budget impacts, and overdue deliverables.
• Facilitate cross-functional project meetings, document decisions, and hold assigned owners accountable for agreed-upon actions.
• Support change management and staff communication for new workflows, technologies, policies, and service lines.
• Provide temporary project-specific supervision or implementation support when formally assigned; do not independently override the Practice Manager's established staff direction or daily workflows. Minimum Qualifications
• Bachelor's degree in healthcare administration, business administration, public health, nursing, or a related field; equivalent progressively responsible healthcare experience may be considered.
• Five or more years of healthcare operations experience, including at least two years in a medical practice, ambulatory clinic, specialty clinic, or comparable setting.
• Demonstrated experience launching, relocating, expanding, or materially improving a clinic, service line, or healthcare program.
• Working knowledge of ambulatory operations, HIPAA, OSHA, provider credentialing, payer enrollment, revenue-cycle processes, and healthcare vendor management.
• Strong project-management skills with the ability to manage multiple workstreams, deadlines, budgets, vendors, and stakeholders.
• Excellent written communication, meeting facilitation, judgment, organization, and follow-through.
• Proficiency with Microsoft 365 and experience working with EMR/practice-management systems and project-tracking tools. Preferred Qualifications
• Experience launching or managing an infusion center, oncology clinic, research, or other specialty outpatient service.
• Knowledge of California ambulatory healthcare requirements and experience preparing for regulatory inspections or operational readiness reviews.
• Experience coordinating out-of-state provider licensing, credentialing, payer enrollment, and telehealth requirements, with working knowledge of state-specific healthcare regulations and interstate medical licensure processes.
• Experience with buy-and-bill medications, specialty pharmacy workflows, drug inventory controls, prior authorizations, and infusion revenue-cycle operations.
• Master's degree in healthcare administration, business administration, public health, or a related field.

Working Conditions:

• Monday to Friday, standard business hours; some flexibility may be required.
• Office-based setting within a private oncology clinic.
• Frequent interaction with immunocompromised or chronically ill patients.
• Prolonged periods of sitting, standing, walking, and computer use
• Occasional lifting up to 25 lbs.

Compensation & Benefits:

• Health, dental, and vision insurance
• Paid time off (PTO) and paid holidays

Pay:

From $100,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person