Regional Practice Administrator

Assumes overall responsibility for the implementation of company policies, procedures, and programs, and for maintaining staff and systems in an efficient, professional, and cost-effective practice environment. Manages and supervises the operational and administrative functions, activities, and projects for multiple clinics, ensuring consistency and efficiency across the region. Plays a key role in the growth and success of the organization at a regional level while upholding the Mission, Vision, and Values of HealthTexas.

Culture and Values Expectations

At HealthTexas, we believe that our workplace culture is the cornerstone of our success. We are committed to fostering an inclusive, collaborative, and innovative environment where every Associate feels valued, empowered, and motivated to reach their full potential. As a Regional Practice Administrator, you are expected to embody and promote our Values and defined behavioral expectations:

• Integrity: Do the right thing, the right way, every time. Be honest, uphold commitments and responsibilities, earn trust and respect, and maintain privacy and confidentiality.
• Compassion: Treat everyone with respect and dignity. Foster an environment of inclusivity and well-being, practice patience and empathy, and assume positive intent.
• Synergy: Collaborate to improve outcomes. Invite and explore new opportunities, promote effective communication and teamwork, and take pride in yourself, your work, and HealthTexas.
• Stewardship: Use resources responsibly and efficiently. Implement effective strategies to attain goals, achieve maximum productivity and results, and seek continuous knowledge and improvement.

Responsibilities

• Oversee the operations of multiple clinics or a region of clinics.
• Implement policies, procedures, and programs across multiple clinics.
• Ensure that all clinics in the region maintain efficient, professional, and cost-effective practices.
• Manage and supervise operational and administrative functions for multiple clinics.
• Provide multi-site operational leadership and financial management.
• Engage in strategic planning in conjunction with the Practice Director and VP of Operations.
• Prepare and implement business plans in conjunction with the Practice Director and VP of Operations.
• Develop and maintain administrative infrastructure for efficient and financially sound operations.
• Cascade communication from Operations to assigned sites and ensure all communication is received by Clinic Associates and providers.
• Maximize provider productivity.
• Serve as a liaison between Practice Managers and Associates.
• Meet with providers as needed and address provider concerns at a higher level.
• Assist with the onboarding process of new providers.
• Develop and execute action plans using data to identify opportunities.
• Partner with Human Resources to establish selection processes and criteria, guide Practice Managers on preparing PCNs, and drive associate performance.
• Create an engaged workforce at assigned sites.
• Actively educate and mentor Practice Managers and Lead CMAs.
• Conduct competency assessments with the Practice Director and ensure training needs are met.
• Develop training materials in conjunction with the Practice Director.
• Develop and monitor clinic budgets.
• Oversee procurement activities and equipment requests.
• Ensure processes exist for all needs and resources.
• Ensure assigned sites execute the HTMG mission and vision for every patient, every time.
• Handle patient complaints and inquiries that require escalation.
• Enforce company policies and procedures.
• Ensure compliance with OSHA, bloodborne pathogens, HIPAA, and Medicare regulations.
• Direct all billing and collecting procedures, including appropriate coding and ensuring staff are trained in government, national, and medical coding and billing regulations.
• Monitor delivery of patient services, review physician activity data, and prepare for changes impacted by patient load, billing/collecting procedures, and regulations.
• Complete special projects, which may include reviewing and analyzing information, identifying problems, recommending solutions, and writing reports.
• Manage space planning, renovation, and allocation.
• Recruit, supervise, and direct all staff to ensure efficient clinic operations and high-quality customer service.
• Conduct performance reviews, support staff development, and encourage retention.
• Establish work schedules and assignments based on workload to ensure adequate coverage.
• Maintain inventory of medical and clerical supplies.
• Coordinate maintenance needs with Facilities staff.
• Identify and implement ways to improve service to patients.
• Identify problems and propose and implement solutions.
• Work closely with other practice managers and leadership to ensure access to high-quality, comprehensive care.
• Promote excellent customer service and adhere to the operating budget.
• Train and orient staff to current and new clinic procedures and processes.
• Ensure accurate and timely entries of pertinent medical information on all patients, including telephone encounters, documents, e-scribes, ERXs, reports, medical records from outside facilities, refills, no-shows, and cancellations.
• Ensure all patient forms are filled out and completed timely.
• Perform other duties as assigned.

Requirements

• 7–10 years of experience in management of operations for a large medical group or other related healthcare organization.
• Bachelor’s degree in business or healthcare-related field required; Master’s degree in Healthcare preferred.

Skills & Abilities

• Strong organizational, leadership, and time management skills.
• Ability to manage multiple projects effectively.
• Demonstrated expertise in problem-solving, priority setting, and analytical skills.
• Strong interpersonal skills and attention to detail.
• Mature and professional demeanor with mastery in customer service.
• Ability to communicate clearly and effectively.
• Ability to work effectively under stress and prioritize in a fast-paced environment.
• Knowledge of budgets and budget processes, including mathematical and accounting skills, ability to make sound financial decisions, and use of calculators.
• Knowledge of CPT and ICD-10 coding procedures and familiarity with Medicaid, Medicare, and commercial insurance billing procedures.
• Ability to take initiative using independent judgment and discretion.
• Knowledge of computer technology, including word-processing, spreadsheets, reports, and business correspondence.
• Knowledge of office management and administrative procedures, and ability to supervise and review the work of others.
• Knowledge of medical terminology.
• Ability to interact with providers, professionals, administrative staff, and higher-level management personnel.
• Familiarity with medical records administration and knowledge of clinic and physician/patient protocols.
• Knowledge of EMR systems, data processing equipment, personal computers, and other standard business machines common to most offices.

Schedule

• Clinic hours vary by location; Monday–Friday, during clinic hours, and as needed to meet business or patient needs.
• Occasional Saturday training required.
• Reliable transportation for travel to clinics and administrative offices is necessary.

Working Conditions & Physical Requirements

• Medical office/clinic environment with exposure to infectious diseases, bodily fluids, toxic substances, medicinal preparations, and other conditions common to a clinic environment.
• Regularly required to talk and hear.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Must be able to perform the essential functions of the position and meet attendance requirements.
• Must be able to assist patients in the event of an emergency and not pose a direct threat to the health or safety of others.
• Requires manual dexterity, sitting, standing (no less than 2 hours at a time), stooping, reaching, kneeling, crouching, bending, walking, and lifting up to 50 lbs.
• May assist in lifting patients.

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required for this job. Responsibilities, location, work hours, etc., may change at any time with or without notice.