Practice Administrator

Practice Administrator

Reports To: Physician Owners

Supervises: All non-physician employees, including clinical, administrative, and billing staff, unless otherwise directed by the physician owners.

Position Summary

The Practice Administrator oversees the administrative and operational functions of the practice, partners with the physicians, supports the staff, and helps ensure that both office locations operate efficiently, consistently, and in compliance with practice policies. The Practice Administrator serves as the operational leader of the practice, fostering a culture of professionalism, accountability, continuous improvement, and exceptional patient care.

Decision-Making Authority

The Practice Administrator is authorized to make day-to-day operational decisions regarding staffing, scheduling, workflow, purchasing within approved budgets, vendor coordination, policy implementation, and routine personnel matters. Matters involving physician compensation, major capital expenditures, strategic business decisions, legal matters, provider hiring or termination, or employee termination require physician-owner approval.

Human Resources

• Recruitment, hiring, onboarding, and offboarding
• Payroll, time and attendance, and employee benefits administration
• Staff scheduling, performance management, coaching, and employee relations
• Periodic performance reviews for all employees
• Employee orientation and ongoing training
• Professional development and continuing education
• Foster a positive, respectful, and team-oriented workplace culture
• Promote accountability, communication, and continuous improvement
• Recognize employee achievements and support staff retention initiatives

Practice Operations

• Oversight of daily clinic operations and patient flow
• Coordination of staff and workflows across both office locations
• Development, implementation, and periodic review of office policies and procedures
• Supply, equipment, facility, and inventory management
• Coordination of preventive maintenance for clinical and office equipment
• Evaluate operational workflows and recommend process improvements
• Ensure consistency in operations, workflows, and patient experience between locations

Financial Administration

• Accounts payable and routine financial administration
• Budget monitoring and operating expense management
• Assist with annual budget preparation
• Prepare and review monthly financial and operational reports for physician owners
• Billing, collections, and revenue cycle oversight
• Monitor accounts receivable and collection performance
• Review operational trends and identify opportunities to improve efficiency and profitability
• Coordinate with the practice's biller, accountant, payroll provider, and financial consultants
• Assist with implementation of payer contracts and monitor reimbursement trends

Patient Services

• Oversight of patient scheduling, registration, and front-desk functions
• Establish and maintain high standards for patient communication and customer service
• Resolution of patient concerns and service recovery
• Implementation and oversight of patient financial and insurance policies
• Monitor patient satisfaction and identify opportunities for service improvement

Vendor and Contract Management

• Coordination with outside vendors and service providers
• Management of vendor contracts, service agreements, software subscriptions, and renewal schedules
• Oversight of equipment service and maintenance agreements
• Evaluation of purchasing opportunities and cost-saving initiatives
• Negotiation of vendor relationships when appropriate
• Monitoring of vendor performance and contract compliance

Compliance and Risk Management

• Ensure compliance with HIPAA, OSHA, Medicare, and other applicable federal, state, and local regulations
• Maintenance of required policies, records, and staff training
• Coordination of provider credentialing and recredentialing
• Maintenance of provider licenses, DEA registrations, malpractice documentation, and other required certifications
• Workplace safety and emergency preparedness
• Coordination of compliance concerns with legal counsel, compliance consultants, and other appropriate specialists
• Assistance with internal audits and implementation of corrective action plans when necessary

Technology and Systems

• Coordination with IT, EMR, and telecommunications vendors
• Oversight of employee system access, permissions, and technology onboarding/offboarding
• Management of hardware, software, and technology inventory
• Coordinate the resolution of system problems and technology outages
• Coordination of staff training on technology systems and software updates
• Ensuring cybersecurity awareness training and implementation of security best practices
• Coordination of data backup, software updates, and technology lifecycle planning

Quality Improvement and Performance Monitoring

• Monitor and report monthly key performance indicators (KPIs) to physician owners
• Track patient volume, scheduling efficiency, provider utilization, and clinic productivity
• Monitor appointment access, patient wait times, no-show rates, and cancellation trends
• Monitor accounts receivable, collections, and revenue cycle performance
• Analyze operational data and recommend workflow improvements
• Coordinate implementation of approved quality improvement initiatives
• Support ongoing efforts to improve patient satisfaction, operational efficiency, and financial performance

Leadership and Practice Support

• Serve as the primary liaison between staff and physician owners
• Communicate physician-owner decisions clearly and consistently
• Implement practice goals and strategic initiatives
• Identify, prioritize, and resolve operational issues proactively
• Support practice growth, operational efficiency, and quality improvement initiatives
• Assist with physician recruitment and onboarding as needed
• Coordinate marketing initiatives, community outreach, and referral relationship activities
• Help maintain strong relationships with referring providers and community partners
• Foster a culture of accountability, professionalism, and service excellence

Performance Expectations

Success in this role will be measured by the Practice Administrator's ability to:

• Maintain efficient daily operations at both clinic locations
• Foster a positive workplace culture with high employee engagement and retention
• Deliver an exceptional patient experience
• Ensure compliance with all applicable regulatory requirements
• Maintain accurate financial oversight and operational reporting
• Improve operational efficiency through data-driven decision making
• Successfully implement physician-owner initiatives and strategic goals
• Build systems and processes that support the long-term growth and sustainability of the practice

Other Duties

Perform other duties consistent with the responsibilities of the Practice Administrator as assigned by the physician owners.