Practice Administrator OBGYN

At Crouse Medical Practice, our focus is on improving the lives of our patients. This focus drives us to recruit the best employees to support our patients. Our practice fosters an inclusive environment that prioritizes work-life balance, welcoming individuals from all backgrounds to join our close-knit work family.

Benefits

• Monday-Friday work week
• Supportive team environment
• Competitive starting rates based on experience
• Annual salary increases
• Opportunities for professional growth & stability within a fast-growing Medical Practice
• Longevity and consistency of management
• Tuition reimbursement program
• Affiliation with Crouse Hospital
• Generous Health/Dental/Vision & Life insurance
• Flexible spending account or Health savings account – available first of the month following your date of hire
• Employee assistance program
• 25 days of paid time-off within first year of employment
• 7 paid holidays annually
• 401k with 4% employer match

About the Role

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. This position reflects and carries forward the mission and goals of the practice both internally and throughout the community.

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.
• 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.
• In cooperation with IT department, manage installation and implementation of new technology for physician practice and ensure appropriate use of systems.
• 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.
• 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.
• 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.
• Serve as provider liaison, including executive duties, meeting scheduling, conflict resolution, and IT support.
• Retain quality of work.
• 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; including creating templates when providers onboard, extend schedules and/or make 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 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.
• Ensure 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 including but not limited to: Physician Quality Reporting System (PQRS), Meaningful Use (MU), and Transition of Care Management (TCM).
• Ensure 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 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.
• Serve as delinquent dictation point of contact for the hospital.
• Complete open superbill list.
• Support customer satisfaction and business activities by performing full spectrum of billing and collection related activities. Use full spectrum of Protected Health Information (PHI) as necessary to accomplish billing and collection activities. Disclose PHI as necessary according to company policy.
• Ensure compliance with all regulatory agencies governing healthcare delivery and the rules of accrediting bodies. Attend company-sponsored training sessions on Compliance, HIPAA, and OSHA as required.
• Demonstrate appropriate knowledge and expectations related to emergency procedures to implement in the event of medical emergency, violence, fire, disaster or severe weather.
• Assist in meeting the goals set forth by the Executive Director, including other duties as assigned by members of the management staff.

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 workflow.
• Proven excellent interpersonal and communication skills.

Qualifications

To perform this job successfully, this individual must understand and work well in a production-driven environment, meeting established benchmarks. This individual must understand and work well in a fast-paced and often stressful environment. The Practice Administrator must demonstrate concern and empathy, providing personal patient care while acknowledging physiological and psychological needs. To be successful, a Practice Administrator must have the ability to work well with others in a team environment and display sound judgment while taking appropriate actions regarding questionable findings or concerns.

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

Pay

Salary Range: $83,000 - $115,000

Schedule

Full-Time, Days, 8:00 AM - 4:30 PM