Practice Administrator

Leadership & Management

• Provide leadership to the office staff, fostering a positive and collaborative work environment
• Implement changes to optimize scheduling, allowing the practice to achieve their goals
• Responsible for doctor’s schedules, new patient allocations
• Ensure that patients are confirmed, and recalls are managed
• Be the point of contact person within the practice

Financial Management

• Ensure the front desk is collecting all balances: copays and patient balances, making sure we are collecting money with a smile
• Oversee insurance verification and authorizations are being performed
• Insurance eligibility is being checked and discrepancies are resolved
• Understand the basics of patient billing and be able to explain balances to patients when needed
• Encourage ancillary services in the practice—ensure that staff and doctors are utilizing the services/products that are available to them
• Maintain accurate records and monitor employee time sheets to limit overtime

Operational Oversight

• Coordinate staff scheduling to maintain appropriate coverage, considering patient volume and physician availability
• Oversee inventory management by ensuring supplies are being ordered at an appropriate level in an appropriate time frame
• Train new hires entering the practice

Patient Experience & Satisfaction

• Encourage a patient-centered culture, ensuring exceptional patient experience and satisfaction throughout all interactions with the practice
• Address patient complaints and concerns promptly, resolving issues to maintain positive relationships and reputation
• Maintain a clean and orderly office environment
• Handle any repairs and maintenance issues in a timely manner

Front Desk Responsibilities

• Greet patients visiting the office upon arrival, as well as say goodbye at their departure
• Be approachable and available to answer any questions and assist with completing the required forms
• Register new patients into the EMR system with accuracy, completing the New Patient Registration form, inputting all patient demographic information correctly, confirming insurance eligibility, and scanning all documents into patient charts
• Check-In returning patients in the EMR, confirming all necessary documentation is in place, including completing the Yearly Update Form
• Check-Out patients on the EMR, including collecting necessary Copays, outstanding balances, and any cost of products sold in office, as well as obtaining any signatures required for products or services provided in the office, and scheduling follow-up appointments
• Confirm patient appointments by phone, ensuring accuracy of all details including the Physician, timing and, if necessary, rescheduling accordingly
• Answer and direct phone calls in a timely manner with a positive attitude, being sure to handle all queries with compassion and professionalism
• Answer emails and voicemail messages as required, promptly and courteously
• Scan and process additional paperwork into the patient EMR, as necessary
• Comply strictly with OSHA (Occupational Safety and Health Administration) safety standards and HIPAA (Health Insurance Portability and Accountability) medical care regulations to guarantee the safety of our patients and security of their personal information
• Run Daily Close reports, ensuring all transactions are registered in the EMR and balanced accordingly