Practice Administrator

Key Responsibilities

• Reporting to the Chief Operating Officer, provide strategic leadership and direction for all practice operations.
• Develop and implement policies, procedures, and workflows to optimize efficiency and patient throughput.
• Foster a positive, inclusive, and collaborative work environment aligned with Spectrum’s mission and values.
• In coordination with our Compliance Officer, develop and implement emergency and disaster response plans, ensuring the practice is prepared for unexpected situations.
• In partnership with the COO prepare and manage the practice budget, including revenue projections and expense control.
• Oversee billing, coding, and revenue cycle management to maximize collections and reduce denials.
• Monitor and analyze financial performance, identifying and acting on areas for improvement.
• In collaboration with the Finance team own revenue cycle performance, including charge capture, claim submission, payment posting, and denial management, with accountability for key RCM metrics including net collection rate, days in AR, denial rate, and clean claim rate.
• Oversee and direct the revenue cycle team ensuring accurate and timely submission of claims across all payer types.
• Develop and implement charge capture protocols in coordination with clinical staff to minimize revenue leakage, ensure CPT and ICD-10 coding accuracy, and support CPT Category II code documentation for quality reporting and value-based incentive programs.
• Lead denial management and appeals processes, conducting root cause analysis on denial trends, implementing corrective action plans, and tracking resolution rates to drive measurable reductions in denial volume and write-offs.
• Manage prior authorization workflows to minimize service delays, track authorization approval rates, and work proactively with clinical teams to reduce authorization-related disruptions to patient care and cash flow.
• Evaluate and optimize the EHR billing module and any third-party RCM tools or clearinghouses; identify workflow automation opportunities and system enhancements that improve clean claim rates, accelerate reimbursement, and reduce manual billing errors.
• Recruit, hire, onboard, and train administrative and clinical support staff, including Patient Services Specialists (PSS), Medical Assistants, and other front- and back-office roles.
• Conduct regular performance evaluations and provide ongoing coaching, feedback, and development.
• Ensure compliance with employment laws, regulations, and Spectrum HR policies.

Patient Services Specialist (PSS) Oversight

• Directly supervise the Patient Services Specialist (PSS) team, providing day-to-day direction, performance management, coaching, and accountability for front-office operations and patient-facing service delivery.
• Ensure PSS staff are trained and competent in lead conversion, patient intake and registration workflows, insurance verification, scheduling, and EHR documentation standards; oversee onboarding, role-specific training programs, and ongoing competency assessments.
• Monitor and hold PSS staff accountable for key front-office performance metrics including patient wait times, scheduling accuracy, eligibility and benefits verification rates, co-pay collection, and patient satisfaction scores.
• Develop, maintain, and continuously improve PSS standard operating procedures (SOPs) for lead conversion, patient intake, check-in/check-out, appointment management, referral coordination, and communication protocols, ensuring alignment with clinical workflows and compliance requirements.
• Serve as the primary escalation point for complex patient service issues, complaints, or workflow breakdowns originating at the front desk, ensuring timely resolution consistent with Spectrum’s patient-centered and LGBTQ+-affirming care standards.
• Partner with the Revenue Cycle team to ensure PSS workflows support accurate demographic and insurance data capture and verification, timely prior authorization initiation, and downstream billing accuracy.
• Manage PSS staffing levels, scheduling, and coverage planning to ensure adequate front-office capacity across all practice hours, proactively addressing gaps due to leave, attrition, or volume changes.

Compliance & Regulatory

• Stay current with healthcare regulations and ensure full practice compliance with all applicable laws.
• Manage and maintain accreditation, licensure, and certification requirements.
• Implement and enforce HIPAA privacy and security protocols to protect patient information.

Quality & Patient Experience

• Monitor and drive continuous improvement in the quality of patient care and services.
• Implement quality improvement initiatives and patient satisfaction programs.
• Address patient concerns and complaints in a timely, professional, and compassionate manner consistent with Spectrum’s inclusive culture.
• Oversee the maintenance, safety, and upkeep of the practice’s physical space and equipment.
• Coordinate with vendors for repairs, renovations, and contracted services as needed.
• Manage electronic health records (EHR) and other healthcare information systems.
• Ensure the efficient use of technology to support patient care and administrative operations.
• Participate in long-term planning and development of the practice, including expansion and new service line strategies.
• Analyze market trends and community needs to identify growth opportunities aligned with Spectrum’s mission.

340B Program Partnership

• Support Spectrum’s participation as a 340B covered entity, ensuring ongoing operational compliance with HRSA program requirements, eligibility standards, and program integrity obligations.
• Partner with 340B program partners, clinical teams, and patient navigators to ensure 340B-eligible prescriptions are accurately identified at the point of care, minimizing missed capture opportunities and supporting maximum program benefit realization for Spectrum’s patient population.