Practice Administrator Position Summary The Practice Administrator is responsible for the overall non-clinical operations and administrative management of the medical practice. This position provides leadership and oversight of practice operations, human resources, staffing, patient experience, facilities, administrative compliance, technology, and workflow improvement. The Practice Administrator works closely with the physician-owner, clinical leadership, and Revenue Cycle Director to ensure that the practice operates efficiently, maintains a high standard of patient service, supports its employees, and achieves its operational and strategic goals. The Practice Administrator reports directly to the physician-owner. This is a non-clinical administrative position. Clinical decisions, medical policies, patient-care protocols, and standards of clinical practice remain under the authority of the physician-owner and designated clinical leadership. The Practice Administrator works collaboratively with clinical leadership to support efficient, high-quality patient care. Essential Job Duties and Responsibilities Practice Operations Oversees and coordinates the day-to-day non-clinical operations of the practice. Ensures efficient coordination among administrative, clinical, and support staff. Ensures appropriate staffing levels to support daily practice operations and patient needs. Identifies operational inefficiencies and develops and implements process improvements. Establishes, implements, and maintains administrative policies and procedures in collaboration with the physician-owner and appropriate clinical leadership. Monitors practice workflows and recommends improvements to enhance efficiency, productivity, and patient service. Assists the physician-owner with strategic planning, practice growth initiatives, and special projects. Oversees implementation of new systems, technology, equipment, and operational initiatives. Maintains appropriate organizational and filing systems for the practice. Human Resources and Staff Management Leads the recruitment, interviewing, hiring, onboarding, training, and retention of administrative and support staff. Establishes clear performance expectations and promotes a culture of accountability, professionalism, teamwork, and respect. Conducts and/or oversees employee performance evaluations. Addresses employee performance issues, workplace conflicts, attendance concerns, and disciplinary matters in accordance with practice policies and applicable employment laws. Maintains appropriate personnel documentation and ensures employment records are current. Works with the physician-owner regarding staffing needs, compensation, benefits, organizational structure, and significant personnel decisions. Develops cross-training and succession plans to promote continuity of practice operations. Promotes effective communication and collaboration among administrative and clinical team members. Patient Experience and Customer Service Promotes a culture of excellent patient service throughout the practice. Oversees the administrative aspects of patient scheduling, registration, financial counseling, medical records, and related front-office functions. Ensures patient concerns and complaints are addressed promptly and professionally. Works with staff to identify the underlying causes of recurring patient concerns and implements appropriate process improvements. Monitors patient experience and recommends opportunities for improvement. Revenue Cycle and Financial Operations Works collaboratively with the Revenue Cycle Director regarding practice financial and operational performance. Supports coordination between front-office operations and the revenue cycle to promote efficient patient registration, scheduling, documentation, and other processes that affect revenue-cycle performance. Oversees administrative expenditures, purchasing, supplies, equipment, and vendor relationships. Monitors operational expenses and identifies opportunities to improve efficiency and control costs. Collaborates with the physician-owner and Revenue Cycle Director on budgeting, financial planning, and operational decisions as appropriate. Does not independently direct revenue-cycle functions that fall under the responsibility of the Revenue Cycle Director. Compliance and Risk Management Oversees administrative compliance with applicable federal, state, and local laws and regulations. Ensures appropriate administrative compliance with HIPAA, OSHA, employment laws, Medicare requirements, and other applicable healthcare regulations. Coordinates required administrative training, documentation, and compliance activities. Works with the physician-owner and clinical leadership regarding compliance matters that involve clinical care or clinical practice. Identifies potential operational and administrative risks and recommends appropriate corrective action. Facilities, Supplies, and Vendors Oversees the physical and administrative needs of the practice facilities. Ensures appropriate maintenance of office equipment, supplies, and administrative systems. Manages relationships with vendors and service providers. Obtains and evaluates vendor proposals and recommends purchases or contracts to the physician-owner as appropriate. Ensures adequate supplies and resources are available for efficient daily operations. Communication and Leadership Coordinates regular administrative and clinical staff meetings as appropriate. Facilitates effective communication among physicians, advanced practice providers, nurses, administrative staff, contractors, vendors, and other members of the practice team. Coordinates logistics for internal and external meetings, conferences, and practice events. Represents the practice professionally when interacting with patients, families, vendors, governmental agencies, insurance organizations, and other external parties. Provides regular updates to the physician-owner regarding significant operational, staffing, compliance, and administrative issues. Other Responsibilities Assists with recruitment and onboarding of physicians, advanced practice providers, and other clinicians in collaboration with the physician-owner and clinical leadership. Assists with special projects and other initiatives as directed by the physician-owner. Performs other related duties as necessary to meet the ongoing needs of the practice. Education Bachelor's degree in Healthcare Administration, Business Administration, Accounting, or a related field preferred. Equivalent combination of education, training, and progressively responsible healthcare management experience may be considered. Experience Minimum of 5 years of progressively responsible experience in healthcare administration or medical practice management preferred. Minimum of 2-3 years of supervisory or management experience. Experience managing a physician-owned medical practice or specialty medical practice preferred. Experience in a multi-provider medical practice preferred. Experience working with infusion therapy, specialty medications, biologic therapies, or complex insurance processes is a plus. Knowledge, Skills, and Abilities Strong knowledge of medical practice operations and healthcare administration. Experience with human resources, including hiring, onboarding, supervision, employee relations, and performance management. Working knowledge of HIPAA, OSHA, employment laws, Medicare requirements, and other applicable healthcare regulations. Understanding of healthcare revenue-cycle processes and the relationship between front-office operations and reimbursement. Strong organizational and time-management skills. Demonstrated ability to lead, motivate, and hold employees accountable. Strong problem-solving and decision-making skills. Ability to identify operational problems and develop practical solutions. Knowledge of continuous process improvement concepts and practices. Strong written, verbal, and interpersonal communication skills. Professional and effective communication with clinicians, nurses, allied health professionals, administrative staff, patients, families, vendors, contractors, governmental agencies, insurance organizations and the general public. Proficiency with healthcare software, electronic medical records, Microsoft Office, and other computer systems. Ability to manage multiple priorities in a fast-paced healthcare environment. Ability to maintain confidentiality and exercise sound judgment and discretion. Demonstrated professionalism, integrity, accountability, and attention to detail. Key Performance Expectations Success in this position will be demonstrated by: Efficient and well-organized daily practice operations. Effective leadership, accountability, and retention of staff. Appropriate staffing and effective utilization of practice resources. High standards of patient service and timely resolution of patient concerns. Effective implementation and maintenance of administrative policies and procedures. Strong communication and collaboration between administrative and clinical teams. Effective management of operational expenses, supplies, vendors, and facilities. Compliance with applicable administrative and regulatory requirements. Successful implementation of process improvements and operational initiatives. Clear and timely communication with the physician-owner regarding significant practice issues. Effective collaboration with the Revenue Cycle Director and clinical leadership. Benefits Competitive salary based on experience and qualifications Comprehensive health insurance package Dental insurance Vision insurance Retirement savings plan with employer match Paid time off Paid holidays We are an equal opportunity employer committed to providing a professional, respectful, and inclusive workplace. We encourage qualified candidates from all backgrounds to apply.

Disclaimer:

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties consistent with the position and the ongoing needs of the organization.

Job Type:

Full-time Pay:

$65,000.00 - $80,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person