Practice Administrator: Crouse Medical Practice, MFM/GYN

About the position

The Practice Administrator at Crouse Medical Practice is responsible for overseeing the daily operations of the medical practice, ensuring efficient patient care and resource utilization. This role involves leadership, supervision, and collaboration with staff to enhance patient access and care, while also reflecting the mission and goals of the practice within the community.

Responsibilities

• Greet, receive and handle patients in a courteous, professional manner.
• Promote favorable patient relations while maintaining patient confidentiality at all times.
• Develop and conduct programs for enhancing patient relations.
• Coordinate office and hospital activities.
• Analyze and prioritize daily work duties, evaluating effectiveness and modifying activities as necessary.
• Coordinate activities of clinical, front office support, surgical scheduling and ancillary services.
• Assure proper inventory levels of medical and office supplies.
• Invoice submission and tracking for pro allocation of budget.
• Ensure accuracy of patient information collected at time of registration.
• Ensure all revenue and charges are captured and forwarded to billing company.
• Manage installation and implementation of new technology for physician practice in cooperation with IT department.
• Work closely with the hospital to ensure proper functions are taking place.
• Complete reappointment applications, health assessments and credentialing documents as needed.
• Obtain signatures and submit to hospital and CMP credentialing.
• Sort through mail and mail CNYSP business mail to designee.
• Field CNYSP phone calls, take messages and get information to designee.
• Create and maintain the call and consult schedule to be typed up and emailed accordingly.
• Track appointment data to determine no show rate, distance for scheduling out, etc.
• Manage radiology and surgical cases to ensure there is no backlog.
• Watch OR block time utilization to ensure the max time is being filled and/or releasing time if a provider is unable to use it.
• Provide for adequate office staff.
• Prepare and manage position descriptions for each position in cooperation with Human Resources.
• Assist in recruiting, interviewing, hiring, retaining and terminating staff.
• Maintain and manage master schedule of staff across the office.
• Analyze and forecast staffing needs.
• Recommend changes to staff levels as required to maintain, enhance and improve patient flow and provider productivity.
• Coordinate oversight of new staff orientation, training, and proficiency program(s) in cooperation with Human Resources.
• Conduct annual performance evaluations and monitor quality of work of staff.
• Train new staff to an adequate level that allows them to keep up with the demands of their position.
• Take steps in resolving conflicts when they arise.
• Track time and attendance of staff; to include timecard approvals; PTO approvals and processing of FMLA/PFL time as communicated by Human Resources.
• Track physician paid time off.
• Track provider continuing medical education.
• Maintain time sheets for the providers working at Oswego Health and submit accordingly for processing.
• Track SNF hours for required provider and submit to Finance on a monthly basis.
• Monitor relative value units (RVUs) to ensure the budget is being used to its fullest capacity.
• Review WRVUs with physicians and Executive Director to determine provider bonus eligibility as outlined in the physician employment contracts.
• Maintain workers compensation portals to ensure all providers stay active.
• Obtain physician signatures as needed for CNYSP financials.
• Act as a physician liaison, including executive duties, meeting scheduling, conflict resolution, and 24-hour IT support.
• Implement a level of understanding with staff training, education, policy and procedure information.
• Track productivity/work flow of both in-practice and work from home staff.
• Set up monthly meetings with staff, physicians and APPs.
• Implement new workflow to provide the best care.
• Manage provider templates and provider master schedule; to include creating templates when providers onboard, extending schedules and/or making changes to templates when needed.
• Cover areas within the department when needed.
• Track phone system to ensure we are answering in a timely manner.
• Maintain the quality of patient care by coordinating patient flow and scheduling, minimizing patient waiting time and ensuring efficient flow of patients in order to maximize provider productivity and effective patient care.
• Help resolve patient billing issues.
• Discharge patients professionally when needed.
• Manage and resolve patient complaints.
• Determine and update operating procedures for office procedure manual.
• Promote participation from staff on operational and quality issues.
• Assure adherence to OSHA requirements at all times.
• Work with the Director of Clinical Operations and Executive Director to ensure proper implementation and successful attestation of several incentive programs.
• Ensure the delivery of the Patient Centered Medical Home Standards through a care team approach.
• Participate with senior management in strategic, operational, fiscal and long term planning.
• Assist in development of annual budget and manage the practice within the established budget.
• Assist in development and implementation of business plans as approved by the Crouse Medical Practice Advisory Committee and its Executive Director.
• Manage good faith estimate (GFE) costs per procedure are completed.
• Support customer satisfaction and business activities of the company by performing full spectrum of billing and collection related activities.

Requirements

• Associates Degree in Health Care Science, Business Administration or equivalent.
• Current Basic Life Support Certification.
• Minimum of 5 years' experience in ambulatory/clinic setting.
• Minimum of 5 years' supervisory experience.
• Demonstrated experience with systems, process and work flow.
• Proven excellent interpersonal and communication skills.

Nice-to-haves

• Current NYS Licensure as a Registered Nurse or Licensed Practical Nurse.
• Bachelor's degree in Nursing, Health Care Science, Business Administration or equivalent.
• Demonstrated competence in interpersonal and intra professional relations.
• Demonstrated competence in acute care patient management/organization.
• Demonstrated commitment to collaboration with physician to individualize and enhance patient care.
• Experience in a physician office.

Benefits

• 401(k) with 4% Match
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• 15 days of paid time-off within first year of employment
• 7 paid holidays annually
• Tuition reimbursement program
• Employee referral program