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 and Experience
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 experience with 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:

o Medical practice operations and healthcare administration

o Accounting software and fiscal management

o Practice marketing and strategic business planning

o Leadership and human resource principles

o Budgeting, finance, and profitability techniques

o Federal and state regulations governing healthcare

o Optical services

o 401(k) plans and Safe Harbor laws

o MACRA/MIPS reporting requirements

o ICD-10 and CPT coding for ophthalmology

Essential Skills and Abilities
Demonstrated human resource development and management skills, including thorough knowledge of state and federal employment laws

Current knowledge of business and legislative issues as they relate to ophthalmology practice management

Working knowledge of ICD-10 and CPT codes specific to ophthalmology

Familiarity with state, federal, Medicare, and Medicaid rules, regulations, and 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, including proper grammar and professional writing ability

Proficiency in practice software, electronic medical records, accounting software, and spreadsheets

Strong organizational skills with ability to delegate effectively 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 personal presentation

Ability to plan and coordinate special events and educational programs

Caring, patient, and approachable manner with staff and patients

DUTIES AND RESPONSIBILITIES
1. Practice Operations
a. Consistently supervises all personnel and departments to ensure maximum operational efficiency and achievement of daily, weekly, and monthly standards, benchmarks, and financial goals as defined by the Board of Directors

b. Assists in the preparation of the annual business plan and budget; ensures requirements are executed in a timely and efficient manner

c. Meets or exceeds fiscal requirements of the practice budget and ensures overall practice profitability

d. Meets or exceeds minimum practice benchmarks for overhead, collections, efficiency, and productivity as established by the Board of Directors

e. Collaborates with the outside billing company to ensure proper collection of patient and insurance accounts receivable in alignment with practice benchmark standards

2. Human Resource Management
f. Determines appropriate organizational structure and staffing levels; develops job descriptions, compensation systems, performance appraisal procedures, and HR policies

g. Properly supervises, supports, and implements the practice pay-for-performance program

h. Under the direction and approval of the Board of Directors, responsible for the recruitment, hiring, evaluation, and termination of all staff

i. Orients, trains, and supervises personnel in direct reporting relationships and ensures proper orientation and supervision of those in indirect reporting relationships

j. Monitors the practice environment and fosters positive employee morale through equitable, consistent staff management

k. Develops and maintains an effective inter-office communication system that promotes accurate information flow and operational standardization

l. Administers practice payroll and all related documentation and required activities

m. Provides ongoing training, education, and professional development programs for management and support staff

3. General Administration
n. Organizes bi-weekly physician meetings: sets agenda, records minutes, and oversees timely follow-up on action items

o. Conducts all payroll and associated reconciliation functions

p. Assists with MACRA/MIPS reporting for the practice

q. Responds to all verbal and email requests from the Board of Directors within 72 hours of receipt when possible

r. Conducts staff meetings as needed and keeps the team informed of practice policies and decisions

s. Monitors work of outside professionals (attorneys, accountants, billing companies, consultants) and approves services in accordance with Board directives

t. Participates in the design of practice policies and procedures and monitors for compliance and effectiveness

4. Leadership Team Participation
u. Develops, implements, and monitors cross-departmental projects with department leads to enhance patient and staff experience

v. Serves as an active and collaborative member of the leadership team

5. Reporting
w. Maintains accurate financial and clinical reporting as required by the Board of Directors and outside advisors

6. Professional Development
x. Exhibits professional demeanor and a positive, enthusiastic attitude while representing the practice

y. Establishes and maintains relationships with payer representatives

z. Maintains current knowledge of healthcare administrative, financial, legal, and managed care developments

aa. Maintains applicable certifications and pursues ongoing professional development

bb. Sets, reviews, and revises personal professional goals on an ongoing basis

cc. Provides recommendations for improving customer service, reducing costs, and increasing revenue

7. Customer Service
dd. Champions the practice core values and mission to develop and promote a culture of exceptional patient and staff experience

ee. Demonstrates flexibility, sensitivity, and respect while maintaining effective working relationships across all teams

8. Special Projects
ff. Implements special projects as assigned by the Board of Directors in a timely and effective manner

9. Maintains practice confidentiality, adheres to HIPAA/OSHA guidelines, and follows all rules and regulations outlined in the practice employee handbook.

10. Assumes other duties as assigned.

PHYSICAL REQUIREMENTS
1. Hearing: Adequate to perform job duties in person and over the telephone

2. Speaking: Must be able to communicate clearly in person and over the telephone

3. Vision: Visual acuity adequate to perform job duties, including reading printed materials and computer screens

4. Lifting: Occasional lifting and carrying of items weighing up to 20 pounds unassisted

5. Other: Requires frequent sitting for extended periods; extensive use of computer, keyboard, mouse, and monitor; occasional bending, reaching, standing, walking, and squatting throughout a regular work shift. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.