PKF O'Connor Davies

  • Practice Administrator

    Job Locations US
    # of Openings
    1
    Category
    General
  • Overview

    Our Client, a very prestigious medical practice in midtown Manhattan (NYC) is seeking a Practice Administrator to join their heighly successful practice.  This position works in concert with the physician director and partners in overseeing administrative, financial, and developmental activities of the practice.

    Essential Duties

    RESPONSIBILITIES:

    Financial Operations:  Maintains appropriate oversight of practice financial operations with direct responsibility for disbursements, financial reporting, budgeting, tax reporting and compliance, and safekeeping of practice assets. Maintains supervisory responsibility for billing, collections, information systems, and insurance processing. Continually ensures optimal efficiency and profitability within the practice.

     

    Personnel Management: Ensures effective coordination of staff efforts, provides support and assistance to supervisors, oversees supervision and training of practice staff, encourages optimal performance, and maintains compliance with standardized operating procedures and governmental regulations. Directly responsible for administration of payroll and related regulatory and tax reporting. 

     

    Supervises staff members or companies assigned to information and billing systems, accounts receivable and collections, appointments scheduling, reception and telephone, insurance processing, and medical records. Coordinates scheduling of operations staff based on practice needs. Trains staff to provide procedure and product consultation and education. Conducts ongoing employee evaluation of operations staff on a regular basis.

     

    Maintains an effective system for employee personnel files and records ensuring legal documentation.Creates and maintains an ongoing structure for employee orientation and termination.Perform all prospective employee reference checks.  Ensure compliance with all government agencies with regard to human resource.Provides leadership, guidance, and organizational expertise to all staff members. Effectively communicates departmental activities to overall staff.  Establishes a high performance team of staff that is efficient, knowledgeable, service-oriented, and shares responsibility for attaining the goals of the practice.

      

    Information and Billing Systems:  Oversees operation and application of the practice information system, ensures appropriate utilization of the resource, arranges regular updates and modifications as needed, arranges preventive and necessary maintenance, and provides for adequate security of the system and information held within.  Ensures timely, efficient, and accurate production of statements and claims for services rendered by the practice and surgery center.

     

    Accounts Receivable/Collections:  Maintains accurate accounting of all payments owed to the practice for services rendered and provides regular reporting to the administrator regarding same. Ensures appropriate and diligent efforts are made to collect such amounts in a timely manner. Monitors collection staff to ensure compliance with practice policy and applicable law.

     

    Appointment Scheduling:  Ensures that physician and facility schedules are maintained in an efficient manner, consulting with the physicians as needed to determine preferences and needs. Monitors scheduling functions to determine compliance with standards.

     

    Reception and Telephone:  Monitors patient contact with practice staff, ensuring such contact is cordial and professional. Ensures patients are efficiently registered upon arrival for service.

     

    Insurance Processing:  Ensures accurate information is forwarded to third-party payers as needed for claims processing in a timely manner. Also monitors rejected claims and ensures timely resubmission as needed. Monitors remittances to ensure accuracy and to confirm appropriate receipt by the practice.  Prepares applications and updates for payer provider panels.

     

    Medical Records:  Safeguards all patient information in accordance with practice policies and HIPAA standards. Ensures appropriate organization of patient files and accountability for file location at all times. Monitors file information to ensure accuracy and completeness, coordinates transcription services, and regularly advises the administrator of status.

     

    Computer systems:  Oversees IT and  Electronic Health Record implementation.  Researches, evaluates and recommends hardware/software technology, platform, network systems and/or other related services. Supervises and coordinates software, hardware, and systems application implementations.Maintains an inventory of PC equipment, peripherals, and all network devices.

     

    Clinical Research Center:  Oversees clinical research coordinators.  Works with Medical Director to develop budget, and invoices research sponsor in a timely fashion.  Ensures proper systems are in place for subject recruitment.  Tracks profitability of research projects.

     

    Staff Training:  Organizes ongoing staff meetings to ensure communication among functional areas. Provides timely and consistent ongoing staff training regarding specific individual or departmental functions and the interrelationships of such functions. Ensures new employees are appropriately trained and oriented.

     

    • Policies and Procedures: Ensures all operational policies and procedures are maintained in written form within accessible manuals, available for reference by staff members.

     

    Marketing/Advertising Activities: Develop, maintain, and implement the practice strategic marketing plan, goals, and objectives. Develop and track the marketing and advertising budget; coordinate annual review of budget. Coordinate market research, competition, demographics, potential, market share, etc. Develop and regularly update the marketing tool kit for use at all practice sites. Responsible for graphic design for all marketing promotions including advertising, literature, and displays. Coordinate promotion and event planning.  Manage social media.  Manage patient tracking database system, testimonials, and referral programs and reports to assess efficiency of marketing initiatives.   Manage the patient tracking database system, testimonial, and referral programs and regularly assess effectiveness of marketing initiatives.

    Manage and update practice website to ensure effective and current practice promotion and fulfillment of information requests.  Oversee and direct all media placement, including: television, radio, print, billboards, and other related media. Design, produce, and distribute practice newsletter and eblasts on a regular basis.

     

    Communication with Physicians: Provides ongoing and timely communication to the physician director and physicians regarding the status of the partnership and practice. Coordinates physician meetings and maintains written agendas and minutes for all partnership meetings. Provides appropriate and accurate data to facilitate informed decision-making by the physicians.

     

    Strategic Planning and Practice Development:  Identifies opportunities for practice growth and revenue diversification and ensures effective implementation and subsequent management of designated priorities. Monitors developments in the local market and provides recommendations regarding appropriate responses and strategies, and ensures implementation of planning initiatives.

     

    Practice Liaison:  Acts as a liaison for the practice in coordinating its dealings with legal counsel, accountants, consultants, and other advisors.

     

    Regulatory Compliance and Service Standards:  Ensures appropriate regulatory compliance and quality standards in all aspects of practice services provided to patients and maintains effective methods for assessing such performance.

     

    Referral Relations:  Maintains positive and loyal relationships among referring specialists, actively solicits and resolves areas of concern, and provides appropriate training and coordination assistance for referring offices.

     

          Payer Relations and Contract Administrator: Maintains appropriate communication with payers, sustaining positive and mutually beneficial relationships; also monitors payer contract performance and provides evaluation of potential contracting opportunities.

     

    Facilities/Equipment Management: Maintains oversight of facilities and equipment, ensuring proper maintenance and safekeeping. Provides staff training for new equipment prior to use.

    Qualifications

    EDUCATION AND EXPERIENCE:

    1. Baccalaureate degree in business administration, health care administration, or similar.
    2. At least five years of management experience, preferably within a physician practice.
    3. Strong financial background with previous experience in physician office billing systems, accounts payable, general ledger, tax reporting, and budgeting.
    4. Demonstrable experience in personnel management and administration of payroll systems.
    5. In-depth knowledge of compliance, personnel law, workplace safety, and other regulatory issues pertaining to group practice.

     

    ESSENTIAL SKILLS AND ABILITIES:

    1. Superior interpersonal and communications skills.
    2. Decisive leadership with above-average judgment.
    3.  
    4. Able to effectively sustain multiple simultaneous tasks.
    5. Attentive to detail and accurate.
    6. Ability to anticipate critical issues and design effective interventions
    7. Customer-service oriented
    8. Presents a highly professional image

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