Practice Administrator

SUMMARY

Under the general direction and counsel of the Board of Directors, the Practice Administrator is responsible for the daily operations and profit/loss accountability of the practice. The Practice Administrator provides direct supervision of all personnel and departments, oversees payroll and bookkeeping functions, and ensures the annual operating plan and budget requirements are met or exceeded. The Practice Administrator also provides leadership for new revenue and expansion opportunities and serves as the primary liaison between the practice and outside service providers, including billing and collections partners.

MINIMUM JOB REQUIREMENTS

Education: Bachelor of Science in Business Administration, Health Sciences, or a related field preferred. Five or more years of progressive medical practice management experience in a top‑tier facility with profit/loss accountability. Working knowledge of bookkeeping and general accounting software. Working knowledge of medical coding, billing, and compliance programs. Experience with EPM/EMR ophthalmic software programs. Full proficiency in Microsoft Office (Word, Excel, PowerPoint). Current knowledge of medical practice operations, accounting software, fiscal management, practice marketing, strategic business planning, leadership and HR principles, budgeting, finance, profitability techniques, federal and state regulations, optical services, 401(k) plans, Safe Harbor laws, MACRA/MIPS reporting requirements, ICD‑10 and CPT coding for ophthalmology.

ESSENTIAL SKILLS AND ABILITIES

Human resource development and management skills, including knowledge of state and federal employment laws. Current knowledge of business and legislative issues related to ophthalmology practice management. Working knowledge of ICD‑10 and CPT codes specific to ophthalmology. Familiarity with Medicare and Medicaid reimbursement systems. Ability to interpret financial statements, analysis reports, and business and marketing plans. Understanding of 401(k) regulations and Safe Harbor laws. Current knowledge of HIPAA and OSHA regulations. Strong working knowledge of medical terminology, anatomy, and ophthalmic disease and treatment. Excellent written and verbal communication skills. Proficiency in practice software, EMR, accounting software, and spreadsheets. Strong organizational skills with ability to delegate and manage multiple concurrent projects. Sound judgment in problem‑solving and decision‑making. Team‑oriented with strong motivational and leadership capabilities. Professional interpersonal skills and presentation. Ability to plan and coordinate special events and educational programs. Caring, patient‑oriented, approachable manner with staff and patients.

DUTIES AND RESPONSIBILITIES

Practice Operations Supervise all personnel and departments to achieve operational efficiency and meet daily, weekly, and monthly standards. Assist with annual business plan and budget preparation; ensure timely execution. Meet or exceed fiscal practice budget requirements and overall profitability. Meet or exceed benchmark requirements for overhead, collections, efficiency, and productivity. Collaborate with outside billing company to ensure proper collection of patient and insurance receivables. Human Resource Management Determine organizational structure, staffing levels, and develop job descriptions, compensation systems, and performance appraisal procedures. Implement pay‑for‑performance program. Recruit, hire, evaluate, and terminate staff under Board approval. Orient, train, and supervise direct and indirect reporting personnel. Maintain a positive work environment and employee morale. Develop and maintain inter‑office communication system. Administer payroll and related documentation. Provide ongoing training and professional development for staff. General Administration Organize bi‑weekly physician meetings and manage agenda, minutes, and follow‑up. Conduct payroll and reconciliation functions. Assist with MACRA/MIPS reporting. Respond to Board requests within 72 hours when possible. Conduct staff meetings and communicate policies. Monitor outside professionals and approve services per Board directives. Participate in the design and monitoring of practice policies and procedures. Leadership Team Participation Develop and monitor cross‑departmental projects to enhance patient and staff experience. Act as a collaborative member of the leadership team. Reporting Maintain accurate financial and clinical reporting for the Board and advisors. Professional Development Maintain a professional demeanor and enthusiasm. Establish relationships with payer representatives. Stay current with healthcare administrative, financial, legal, and managed care developments. Pursue and maintain applicable certifications. Set, review, and revise personal professional goals. Provide recommendations to improve customer service, reduce costs, and increase revenue. Customer Service Champion the practice core values and mission to foster a culture of exceptional experience. Demonstrate flexibility, sensitivity, and respect across teams. Special Projects Implement special projects assigned by the Board in a timely, effective manner. Other Duties Maintain practice confidentiality, adhere to HIPAA/OSHA, and follow handbook policies.

PHYSICAL REQUIREMENTS

Hearing: Adequate to perform job duties in person and over the telephone. Speaking: Communicate clearly in person and over the telephone. Vision: Adequate visual acuity for reading printed materials and computer screens. Lifting: Occasional lifting up to 20 pounds unassisted. Other: Frequent sitting, extensive computer use, occasional bending, reaching, standing, walking, and squatting; reasonable accommodations may be provided. #J-18808-Ljbffr American Society of Ophthalmic Administrators