Practice Administrator
Practice Administrator
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Job Description
Mass General Brigham relies on a wide range of professionals including doctors nurses business people tech experts researchers and systems analysts to advance our mission. As a not-for-profit we support patient care research teaching and community service striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
The Division of ORL is a diverse clinic with outpatient appointments clinic procedures surgical scheduling audiology/hearing testing voice and other related services. Providers include 14 faculty 10 Audiologists 5 Speech and Language Pathologists 4 Nurse Practitioners and 1 Physicians Assistant who all have clinical schedules as well as coverage of patient phone calls and follow-up. Staff include 1 Lead Medical Assistant 7 Medical Assistants 2 Practice Assistant 3 per diem Medical Assistants 1 administrative coordinator and 3 New Patient Coordinators.
The Practice Administrator is ultimately responsible for creating a welcoming environment for all stakeholders both internal and external. This critical position also leads with a patient-first service approach while supporting staff developing discussions and continuously improving operations to the benefit of patients employees and clinical providers.
This is done in partnership with ORL leadership which includes the Division Chief and Sr. Administrative Director. The position reports directly to the Sr. Administrative Director.
Job Summary
ResponsibilitiesOverall Division Operations and Administration:
Oversees day-to-day operations including operational and tactical management of all staff
Acts in fiscally responsible ways with an eye towards budget management
Assists in creating schedules and monitoring space utilization by managing our Epic templates and clinic grid
Creates strong systems of accountability for all team members
Ensures compliance with all regulatory bodies including The Joint Commission
Fosters an open door environment where feedback is always welcome
Monitors workflows for process improvement opportunities
Develops systems and processes that satisfy the operational needs standards scheduling protocols
Problem solves in real time for both patients and providers
Provides supportive troubleshooting to patient representatives and clinical service area administrative and clinical management on complex patient/family situations and complaints.
Partners with leadership across all role groups on various new initiatives
Builds strong working relationship with vendors and internal stakeholders such as our Central Processing Department
Participates in departmental and organizational meetings and/or improvement committees
Learns basic functions of our administrative team to provide back up as needed
Responsible for all financial management of the clinic
Clinic Practice Operations:
Responsible for developing implementing and supervising clinical practice processes and systems to foster high quality care and patient experience. Leads collaborative activities within the division clinics. Works closely with the Sr. Administrative Director to put systems in place and provide on going evaluation.
Manages the processes to ensure efficient scheduling registration referrals and authorization management and inbasket management.
Works to implement evaluate and improve revenue cycle processes related to registration referrals and authorization management to ensure optimal reimbursement for the division. Reviews and analyzes dashboards on all clinical practice activities volume statistics satisfaction measures denial / write off trends and other matrices to improve practice performance.
Partners with clinical leaders of our embedded programs (voice therapy & audiology) to ensure continuity of care.
Responsible for all Joint Commission related initiatives within the division. Responsible for ongoing monitoring of all compliance issues
Interacts with Patient Family Relations and patients / family members in courteous and sensitive manner to help resolve issues.
Coordinates equipment purchases and ensures that all equipment in the division is adequately maintained.
Attends hospital wide leadership meetings to ensure we are compliant with ambulatory policies and initiatives.
Human Resource Management:
Responsible for overall management of clinic support staff. Involved in clinical and administrative activities for both clinics with emphasis on clinical effectiveness efficiency and patient / provider experience. Responsible for meeting service and customer service standard.
Organizes and oversees work schedules and assignment of work to meet operation demands of the division. Develops and implements procedures to ensure efficient processing and allocation of work related to clinic support.
Performs the necessary hiring orientation performance evaluations coaching and as needed termination of staff for the division.
Completes weekly payroll annual performance evaluations and ensure mandatory HR screenings and trainings are completed in a timely manner for the designated division staff.
Oversees any additional staff as needed.
Meets regularly with staff in group and individual settings to foster a positive work environment and continue to evaluate staff needs.
Financial:
Ensure appropriate inventory of supplies requisitions and equipment for the practices.
Coordinates the processing of purchase orders and check requests
Assist with the process of budget forecasting for expenses incurred and anticipated
Plan implement and manage space equipment supplies phone and other needs within the practices
Qualifications
Education
Bachelors Degree Related Field of Study required or Masters Degree Related Field of Study preferred
Can this role accept experience in lieu of a degree
No
Licenses and Credentials
Experience
Supervisory experience 5-7 years required and Experience working in an academic healthcare environment 5-7 years required
Knowledge Skills and Abilities
- Strong understanding of all Office Suite.
- Strong communication and organizational skills.
- Strong and proven leadership skills.
- Ability to work with staff of all levels.
- Excellent time management skills.
- Generally Accepted Accounting Principles; physician billing and revenue.
- Ability to adapt to multiple and rapidly changing priorities and deadlines.
Additional Job Details (if applicable)
Physical Requirements
- Standing Occasionally (3-33%)
- Walking Occasionally (3-33%)
- Sitting Constantly (67-100%)
- Lifting Occasionally (3-33%) 20lbs - 50lbs
- Carrying Occasionally (3-33%) 20lbs - 50lbs
- Pushing Rarely (Less than 2%)
- Pulling Rarely (Less than 2%)
- Climbing Rarely (Less than 2%)
- Balancing Occasionally (3-33%)
- Stooping Occasionally (3-33%)
- Kneeling Rarely (Less than 2%)
- Crouching Rarely (Less than 2%)
- Crawling Rarely (Less than 2%)
- Reaching Occasionally (3-33%)
- Gross Manipulation (Handling) Constantly (67-100%)
- Fine Manipulation (Fingering) Frequently (34-66%)
- Feeling Constantly (67-100%)
- Foot Use Rarely (Less than 2%)
- Vision - Far Constantly (67-100%)
- Vision - Near Constantly (67-100%)
- Talking Constantly (67-100%)
- Hearing Constantly (67-100%)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
EEO Statement:
Mass General Brigham Competency Framework
At Mass General Brigham our competency framework defines what effective leadership looks like by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance make hiring decisions identify development needs mobilize employees across our system and establish a strong talent pipeline.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
