Practice Administrator

As both the business head and administrative leader of the practice, the Practice Administrator acts as the principal liaison between the practice location and headquarters. Heavily responsible for P&L oversight, business development initiatives, improvement activities, general administrative tasks, and monitoring for regulatory compliance. Puts a high priority on developing and maintaining excellent communication and working relationships with clinic providers and acts as a strong advocate for staff and patients. Leads by example and prioritizes a fair and balanced approach in all matters. Balances revenue maximization and cost controls with quality patient care. This role requires a roll-your-sleeves-up attitude.

Core Responsibilities, Skills & Expectations:

• P&L oversight driving top and bottom-line growth, with an emphasis on managing to an annual budget.
• Oversight of front and back-office operations, ensuring smooth workflows and role responsibilities are met. Establishes\implements goals, objectives, policies, procedures, and systems for all operational areas of the clinic.
• Supports Marketing to develop and launch effective campaigns to increase appointment volume, cross sell services, capture market share, and maintain a stellar reputation in the community on behalf of both the providers and the practice.
• Reports directly to the Operations Head and indirectly to physician-practice owners and stakeholders.
• Works closely with Revenue Cycle to ensure A/R is optimally liquidated, denials are minimized, refunds are issued, charts are closed timely, and questions are promptly answered to the billing & claims team.
• Works closely with HR to manage payroll & practice facing payroll system for providers & staff, calculate and approve commissions, bonuses, reimbursements as well as routine and non-routine compensation calculations.
• Works closely with IT to ensure that hardware and software needs are identified and met, including hardware tools for staff and software updates for systems.
• Works closely with Account & Finance to submit and track Account (A/P, A/R) requests, PAFs, payroll & banking needs.
• Assists Project Managers with operational & systems integrations as needed.
• Responsible for supply expenses, maintaining responsive PAR levels for cosmetic, medical & office supplies, reduce shrinkage and control spending.
• Inventory controls- periodically monitor inventory for expiration dates: discard expired drugs, products, and supplies. Report expiration and arranges refunds, returns and credits necessary with purchasing.
• Performs and documents periodic staff meetings and educational in-service including but not limited to OSHA, CPR and HIPAA.
• Works to ensure that the site is in regulatory compliance with agencies such as OSHA, CLIA, AHCA, DHS and others as appropriate.
• Performs duties and interacts with all team members facilitating congenial and professional working relationships with subordinates, peers, and superiors, creating a harmonious work environment, allowing work to flow in a positive, constructive, and professional manner.
• Able to step in and act in any operational role in the event of staffing shortages or emergencies.

Qualifications:

• 5 years of experience in progressive and hands-on managerial experience in a Plastic Surgery, or MedSpa or majority medical-cosmetic practice required.
• Bachelor’s degree preferred or an equivalent combination of education and experience.
• Demonstrated knowledge and professional record of financial oversight, same store growth, P&L responsibility, and healthcare shared service management. Preferably in an MSO model.
• Excellent follow up, organizational skills with the ability to gather, analyze and interpret information.
• Understanding of cash pay business model, cash controls and industry specific patient demographics, customer service and market-product fit
• Ability to apply policies and principles to solve everyday problems and deal with a variety of situations.