Practice Administrator - Energetic Workplace

Practice Administrator

Hours: Monday - Friday, 8am-5pm with variances, no weekends/nights
Benefits: 403b, Pension plan, tuition reimbursement and other great incentive programs! 

The Practice Administrator is an integral part of the clinical management team, providing direct administrative and fiscal support .The Practice Administrator has operational responsibility for practices that the department directly manages as well as those that are outside of the direct management scope, additional 5 sites of care. Through relationship with key clinical partners, practice managers and physician directors, provides strong clinical leadership to strategize and operationally implement clinical priorities. This position is expected to develop and maintain effective working relationships at all levels to carry out the goals, objectives, and initiatives of the Division and deal with issues that are significant, sensitive, political, and confidential in nature.

• Provide leadership and oversight in all areas relating to practice front-end and clinical support operations.
• Continuously assess and improve the efficiency of systems and processes.
• Initiate changes in clinical operations to directly drive revenue enhancement, patient access and quality clinical care.
• Involved in leading EMR implementations, including planning, communication, recommendations, and support.
• Develop and implement Clinical policies and procedures, consistent with the Department and Hospital’s policies and ensures adherence with these policies.
• In coordination with the Chief, review the ongoing management of the Department’s clinical services, discuss, and resolve any administrative problems that arise and direct the planning of improvements in existing clinical services and the introduction of new services in the Department.
• Ensure that the Department possesses state of the art information on equipment currently in use and equipment that is available.

Community Based Practices

• Serves as the liaison for the site managers and physician leaders for questions and problem resolution. Proactively and regularly meets with the managers at each site ensuring that both our physicians’ needs and the needs of the practice site are being met.
• Anticipate potential areas for conflict and actively attempt to de-escalate potential problems before they occur. Identify opportunities for improvement to ensure success of our clinical outreach activities.

Billing and Finance

• In combination with the billing manager contributes to the development of internal billing compliance program and ensure that the Division is in compliance with both BWH and BWPO billing compliance policies.
• Works with billing manager to identify best practices and process to improve front end billing operations including office collections and referral and registration management.
• Works with the Managers to implement new policies and procedures as needed.
• Manage clinical enterprise shared model including making updates to model, redesigning aspects of model to better fit operations, understand impacts of changes to model and answering questions related to sharing out clinical cost to practices/ divisions.
• Manage budget for clinical cost center. Enter annual budget and track expenses against budget throughout the year.

Regulatory Compliance and Activities

• Coordinates quality improvement activities for the Division. Develops administrative quality controls to ensure that the clinical operations are performing at or exceeding expectations.
• Ensures compliance with regulatory and infection control standards and directs quality improvement activities at all sites. Make sure that the Practice’s operations are compliant with other BWPO and BWH policies and procedures, as well as with all relevant regulatory requirements. Where compliance is inadequate, initiate corrective action promptly.
• Ensure compliance with all regulatory standards, included those promulgated by JCAHO, DPH, OSHA, CLIA, etc. Maintain a thorough understanding of all relevant regulatory matters.
• Maintains patient confidentiality according to hospital standards.

Human Resources

• Direct supervisor for ~ 15 FTE practice staff.
• Functions as a mentor to direct reports and works with them in furthering their own growth and development by establishing clear goals and objectives for skill enhancement.
• Helps establish clear career plans and works to assist staff in achieving their goals.
• Work with and mentors lead staff or managers to foster leadership, confidence and teambuilding. Develop job descriptions, prepares performance plans, conducts annual performance appraisals and establishes an ongoing feedback mechanism for staff.
• Establishes and communicates clear guidelines regarding both technical and behavioral expectations relevant to their positions.
• Instructs new personnel in office practices and standard operations/procedures.
• Responsible for handling numerous personnel matters, including reviewing and approving all clinical hiring, firing, compensation and evaluation decisions. Implement all institutional policies related to all phases of personnel activity, including recruitment, interviewing, compensation, benefits, orientation, performance evaluations, promotions, transfers, terminations. Transmit and interprets institutional policies to supervisors and employees. Ensure appropriate training of employees. May be asked to write job descriptions, enter into discussions with Human Resources to determine grades for new positions, annual rates of pay for new hires, increases for employees who are promoted, and equity increases. Assess employee workload and recommend changes as needed. Monitor hiring trends to ensure market competitiveness. Arbitrate disputes. Represent the Division in employee-relations matters.
• Oversee preparation of all personnel forms for the Clinical areas, including requisitions for new employees, change of status forms and termination reports. Notify supervisors of probationary and quarterly evaluation deadlines and ensure that the appropriate paperwork is completed.
• Develop division-specific job performance aids and training sessions to develop knowledge experts for division.
• Continually evaluate staffing levels against volume of work and distribution of labor to obtain increased support staff productivity and efficiency.
• Increase the role of support staff, giving them greater operational responsibilities that reinforce the core values of the Division and ensure that the clinical goals of the Department are reached and maintained.
• Upholds and adheres to Division processes and standards
• Develops job descriptions, prepares performance plans, conducts annual performance appraisals and establishes an ongoing feedback mechanism for staff. This specifically includes, but is not limited to:
• Timely completion of annual performance appraisals on or before merit due date
• Establish, document and demonstrate constructive feedback mechanisms based on employee needs, position and tenure
• Maintains accurate and up to date employee records, monitors performance, and time and attendance in accordance with hospital and departmental policies.

Clinical Research

• Acts as liaison for department internal/external clinical trials in all areas including but not limited to assessment of resource and staff allocation, regulatory compliance, general operations, credentialing, human resources, grant submissions, and funding.

QUALIFICATIONS:

• BS degree required, MS preferred.
• 5-7 years of management experience in an academic healthcare environment
• minimum of 3 years of supervisory experience.
• Minimum of two years progressively responsible financial management.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• • Must have experience in the clinical delivery of health services as well as leadership experience in a health care facility.
• • Must understand the fundamentals of billing charges, collections, and referral management.
• • Proficiency with computer spreadsheet software (e.g., Excel).
• • Ability to act independently displays excellent judgment and maintains confidentiality.
• • Must possess strong analytical skills, sound judgment and organizational skills to manage many competing timetables and responsibilities. Ability to delegate, effectively supervises, and plan for the timely and successful completion of short- and long-term objectives.
• • Excellent interpersonal and management skills, with the ability to interact professionally with staff at all levels. Ability to handle sensitive human resources issues, and supervise a large and diverse staff in handling these matters.
• • Ability to work under pressure in a constantly changing environment.