Practice Administrator OBGYN

Position Overview

Responsible for all day-to-day operations and activities for multiple OBGYN offices. Plans, develops, organizes, monitors and manages all protocols and activities to improve patient access and care. Ensures efficient utilization of all resources. Provides leadership, supervision and motivation of all staff. Works collaboratively with all staff to assist the patient and facilitate a successful interaction within the practice team.

Responsibilities

• Greet, receive and handle patients in a courteous, professional manner.
• Promote favorable patient relations while maintaining patient confidence at all times.
• Develop and conduct programs for enhancing patient relations.
• Cook up and coordinate office and hospital activities.
• Analyze and prioritize daily work duties, evaluating effectiveness and modifying activities as necessary.
• Cook up and manage activities of clinical, front office support, surgical scheduling and ancillary services.
• Absorb 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.
• 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.
• 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.
• Prepare and manage position descriptions for each position in cooperation with Human Resources.
• Aid in recruiting, interviewing, hiring, retaining and terminating staff.
• Analyze and forecast staffing needs. Recommend changes to staff levels as required to maintain, enhance and improve patient flow and provider productivity.
• Cook up and manage 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.
• Track time and attendance of staff; to include timecard approvals; PTO approvals and processing of FMLA/PFL time as communication by Human Resources.
• Track physician paid time off.
• Track provider continuing medical education.
• Track SNF hours for required provider and submit to Finance on a monthly basis.
• Maintain 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.
• 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.
• Coordinate 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.
• Works with the Director of Clinical Operations and Executive Director to ensure proper implementation and successful attestation of several incentive programs to include but not limited to: Physician Quality Reporting System (PQRS), Meaningful Use (MU), and Transition of Care Management (TCM).
• Ensures the delivery of the Patient Centered Medical Home Standards through a care team approach.
• Perform other group-related projects and duties, as necessary.
• Participate with senior management in strategic, operational, fiscal and long term planning.
• Assist in development of annual budget and manages 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.
• Delinquent dictation point of contact for the hospital.
• Supports customer satisfaction and business activities of company by performing full spectrum of billing and collection related activities.
• Uses full spectrum of Protected Health Information (PHI) as necessary to accomplish billing and collection activities.
• Discloses PHI as necessary according to company policy.
• Ensures compliance with all regulatory agencies governing healthcare delivery and the rules of accrediting bodies.
• Attends company sponsored training sessions on Compliance, HIPAA, and OSHA as required.
• Patient Care Environment: Demonstrates appropriate knowledge and expectations related to emergency procedures to implement in the event of the medical emergency, violence, fire, disaster or severe weather.

Qualifications

• 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.
• Desirable Qualifications:
• Current NYS Licensure as a Registered Nurse or Licensed Practical Nurse.
• Bachelor’s degree in Nursing, Health Care Science, Business Administrator or equivalent.
• Demonstrated competence 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.