TITLE: Practice Administrator II

FLSA CLASSIFICATION: Exempt

DEPARTMENT: Hospital Administration

REPORTS TO: Regional Practice Administrator, VP of Operations

LOCATION: Memorial Health System

                Memorial Hospital Gulfport – 4500 13^th Street, Gulfport, MS 39501

                Memorial Hospital Biloxi – 150 Reynoir Street, Biloxi, MS 39530

COMPENSATION: $60,000 - $90,000/year, paid biweekly. Benefit-eligible (medical, dental, vision, ancillary insurance, 401(k) with matching). 

POSITION DESCRIPTION:

The Practice Administrator II role is a member of our leadership team and works directly with the Medical Director (at respective site or sites), Regional Practice Administrator, and Vice President of Operations. The Practice Administrator II will work with Somnia’s executive management team as well as local hospital leadership. Strong interpersonal, organizational and time management skills are a must. This role will operate fully on-site between two Memorial Health System hospitals: Memorial Hospital Gulfport and Memorial Hospital Biloxi.

RESPONSIBILITIES:

I. RCM/Billing

• Follow standard chart batching and scanning process according to Somnia’s billing partner’s policies and procedures.
• Complete or appropriately train support staff to thoroughly scrub charts for all the pertinent pieces of information.
• Lead discussions to establish interfaces between the hospital and billing partner.
• Assist in ensuring enrollment of new clinicians with payers prior to start date.
• Review billing IR log Keep IR list to less than 7% of monthly case volume.
• Insurance Conversions: Work with billing partner and VP of Patient Revenue to determine a site-specific process for following up on self-pay accounts.
• Billing Coding/Compliance: Establish and maintain quarterly audit review meeting with billing partner and VP of Patient Revenue and Corporate Compliance Office.

II. Operations

• Complete HIPAA Compliance Officer Distribute annual and/or updated compliance and HIPAA materials to providers. Obtain and track acknowledgement forms.
• Maintain up to date, complete and accurate monthly reporting - Hospital Account Review Report. 
• Follow formal process to review hospital mandated forms.
• Clinician Support Tasks:
  • Submit payroll data on Friday of payroll week, ensuring 100% accuracy.
  • Capture and report actual hours Include locum hours when reporting total work hours for account review.
  • Fully integrate QGenda scheduling system.
    • Ensure all clinicians utilize it to full functionality.
    • Ensure QGenda data is updated if changes are made after publishing schedule (i.e.: swapping shifts, vacation time, unpaid days off, sick calls, etc.).
  • Create and follow standard process for when a clinician leaves your group.
    • Collect keys, badges, etc. (other items as applicable)
    • Remove Clinician access to site-specific platforms as needed (QGenda, Specialty Benchmarks, etc.).
    • Follow MSO/hospital guidelines for termination of privileges. 

III. Clinician Onboarding

• Recruitment:
  • Actively participate in all facility-related recruitment calls including regularly scheduled recruitment calls with Somnia.
  • Ensure completion of CEs within 72 business hours.
  • Help with local recruitment efforts and follow up with local candidates when/if necessary.
  • Engage with facility marketing and recruitment team to expand recruitment efforts locally.
• Collaborate with Somnia’s Credentialing Coordinator for collecting and distributing provider information for initial and re-credentialing process.
  • Review lists of expiring or expired credentialing items, obtain outstanding information and send to Somnia credentialing and hospital medical staff office (when appropriate).
  • Support Joint Commission process and standards for all PD staff.
• Onboarding: Lead local onboarding processes for assigned clinicians.
• Somnia University compliance platform:
  • Complete modules as assigned.
  • Participate in the development of content when requested.
  • Monitor and follow up with clinicians to ensure they complete their assigned training.
• Policies & Procedures:
  • Create non-clinical policies where required/requested.
  • Ensure annual review and update of said policies and procedures.
• Generate staffing reports for operations on a scheduled basis and on-demand as requested.
  • Generate and distribute on-call schedule to the hospital's executive coordinator and Somnia's Finance Department, monthly.
  • Generate and distribute OB schedule to L&D leadership, monthly.

IV. Quality

• Maintain relationship with Hospital Quality Department: Provide support to ensure a positive and supportive working relationship with the hospital quality department, to include periodic visits and emails to ensure that we are meeting the goals and expectations of the hospital.
• Clinical Audits: Facilitate and support improvements in conducting periodic clinical practice audits and maintaining accurate records/reporting.
  • Utilize Somnia’s quality audit templates. Coordinate with Somnia quality department leadership on any modifications as needed.
  • Store audit results on Quality Workspace.
• Performance Improvement Projects: Collaborate with clinical leaders on Performance Improvement (PI) projects and formally document any PI projects in the Quality Workspace.
  • Ensure timely completion of F/OPPEs.
  • Review hospital SCIP (Surgical Care Improvement Project) data with Chief and applicable staff.
• Patient Satisfaction: Facilitate and support improvements, especially with OB patient satisfaction, i.e.: patient education, tablet e-survey rollout, etc.
  • Conduct annual surgeon and nursing satisfaction surveys to obtain feedback.
  • Develop, implement, and audit action items based on patient, surgeon, and nursing satisfaction survey results.
• Outcome Forms: Ensure an Outcome Form is completed in full for each case.
• Incident Reporting: Facilitate and support improvements in reporting rates.
  • Ensure an electronic incident report is completed for each adverse event at the end of the Outcomes Form for that case.
  • Help identify reporting trends and address suspected under reporting.
  • Facilitate timely chief reviews and processing within guidelines.
• QM Database: Maintain complete, accurate, and timely database entries.
• Peri-op/OR Data: If the site does not already have readily available and accurate Peri-op/OR data on the traditional KPI metrics, facilitate and support a process to either implement a new electronic tracking process or one by hardcopy form.
• Staff Awareness/Education: Support and facilitate the regular presentation and discussion of compliance and quality-related data and issues.
  • Post compliance/quality related data and materials at appropriate locations to for staff reminders and awareness of goals and performance.
  • Implement, maintain, and make available an up-to-date policy and procedure manual.
• Coordinate with the facility and Somnia Compliance/Quality regarding any regulatory visits (planned or unplanned). Assist with preparation for site visits in form of education, awareness, etc.
• Assist with special projects as assigned.

SKILLS/QUALIFICATIONS:

• Strong organizational skills with a problem-solving attitude.
• Problem-solving attitude and skills.
• Strong interpersonal and communication skills, both written and verbal.
• Proficiency in Microsoft Office (ex. Word, Excel, PowerPoint).
• Availability: Standard work schedule with night and/or weekend as needed. This role is fully on-site. 
• Must be able to reliably travel between all locations mentioned in the Summary. 

EDUCATION/EXPERIENCE:

• High School diploma required. Bachelor’s or Master’s degree preferred, preferably in Business, Healthcare, or a related field; or similar advanced knowledge of healthcare industry, with fluency in various processes/cycle management activities (Revenue, Recruiting, Credentialing, enrollment, etc.).
• Prior clinical & clinical management experience required.
• Prior project management experience not required, but preferred.