Practice Administrator

Position Summary:

Under the general direction of the Director of Operations the Practice Administrator is responsible for the daily management evaluation implementation and strategic planning of business and operational functions across assigned primary care departments.

This role works in close partnership with Medical Directors and Nurse Managers to ensure efficient high quality and team-based care. The Practice Administrator is heavily data focused and accountable for monitoring operational KPIs department budgets access metrics provider productivity patient experience outcomes and initiatives designed to improve operational flow and performance.

The Practice Administrator provides direct leadership to supervisors and administrative teams ensuring alignment between clinical operations financial sustainability and organizational goals.

Primary Responsibilities:

Operational and Strategic Leadership

• Provide operational leadership for assigned primary care departments to ensure efficient clinic flow patient access and service delivery
• Partner closely with Medical Directors and Nurse Managers to align operational strategy with clinical goals
• Lead data driven operational planning focused on access productivity patient experience and financial performance
• Develop implement and monitor initiatives to improve workflow efficiency and operational outcomes

Financial and KPI Management

• Collaborate with clinical leadership to review department financial performance against budget
• Monitor analyze and report on key performance indicators including access utilization productivity no show rates patient demand and patient flow
• Identify areas of concern develop recommendations implement corrective actions and document outcomes
• Assess revenue collections denial trends and billing performance and coordinate corrective actions with Financial Services

Access Scheduling and Capacity Management

• Oversee provider and staff scheduling models to ensure alignment with patient demand and business expectations
• Assess clinic capacity schedule utilization and appointment access and make data driven recommendations
• Implement strategies to improve access reduce no shows and optimize patient flow

Staff Leadership and Supervision

• Hire coach develop and supervise supervisors and administrative staff within assigned areas
• Support staff recruitment onboarding and training initiatives
• Foster accountability engagement and high performance across teams
• Provide guidance and technical support to supervisors to ensure consistent implementation of operational standards

Quality Compliance and Patient Experience

• Monitor and manage patient complaints and service recovery for assigned departments
• Conduct daily administrative rounding to assess patient experience and operational performance
• Ensure compliance with Joint Commission OSHA and other regulatory requirements
• Serve as lead for workplace safety and emergency preparedness initiatives

Operations Systems and Infrastructure

• Oversee purchasing asset management payroll review and accounts payable approvals
• Support and participate in Information Technology projects and system optimization
• Oversee space planning and resource utilization
• Serve as liaison for provider credentialing and re credentialing processes
• Develop systems to support inventory management and operational tracking

Continuous Improvement and Innovation

• Identify efficiency savings revenue improvement and operational enhancement opportunities
• Lead or participate in continuous quality improvement initiatives
• Support implementation of new workflows systems and business practices
• Provide analytical and technical support to motivate workforce adoption of operational improvements

Other

• Perform other duties as assigned to support organizational goals

Qualifications and Skills:

Education

• Bachelors degree or equivalent health care experience. Advance degree such as MPH MBA MSM MA oradvanced certification in Lean Medical Practice Management Team-Based Care Accountable Care Population Health or Project Management preferred

Experience

• Minimum of five to ten years of healthcare management experience; preferably practice management or healthcare operations.
• A minimum of two years executing large-scale projects.
• Stay abreast of all industry information includes payer insurances laws and trends
• Experience with or a working knowledge of primary care specialty care and community health centers is strongly preferred.
• Experience working collaboratively with Physician and Nurse Leaders
• Solid Electronic Medicaid Records Billing Collections Managed Care Patient Accounts experience.
• Strong experience with data extraction reporting and analysis a plus.

Knowledge Skills and Abilities:

• High degree of collaboration independence flexibility initiative and commitment.
• Ability to work effectively with and provide personnel management for diverse populations.
• Ability to meet and exceed expectations
• Demonstrated knowledge of Health Care Regulatory Compliance
• Demonstrated understanding of Accountable Care Frameworks and Medical Home Models
• Demonstrated knowledge of Health Care Operations and Project Management and the ability to effectively execute tactical plans to support strategic initiatives
• Demonstrated knowledge of Quality Improvement and Data Driven Methodologies
• Demonstrated ability to lead complex projects.
• Strong familiarity with the Commonwealth of Massachusetts healthcare environment.
• Solve problems negotiate and produce creative solutions
• Strong interpersonal skills to manage relationships at all levels.
• Excellent organizational skills; strong verbal and written communication and presentation skills. Must be detail-oriented and maintain accurate records
• Proven ability to hire and manage a highly productive team. Experience in facilitating group success and understanding organizational dynamics.
• Recognize sensitive material and maintain a high degree of confidentiality.
• Demonstrated ability to listen to stakeholders understand complex issues recognize decision points and design and deliver creative solutions.
• Knowledge and experience creating and managing budgets and interpreting financial information.
• Proficient using Microsoft Office (Word Excel Outlook PowerPoint) and experience with Microsoft Project.
• EPIC Electronic medical record experience a plus

SUPERVISION RECEIVED

The Practice Administrator works independently and collaboratively within established goals and priorities under the general supervision of the Director of Operations.

SUPERVISION EXERCISED

This position is responsible for managing assigned staff contractors and other temporary staff as needed and required.

ADDITIONAL PROVISIONS

• The Health Centers Personnel Policy is hereby incorporated by reference as if expressly set forth herein.
• This position description is not a written or implied contract and may be revised or amended by the Health Center at any time and for any reason. This position description does not constitute an employment agreement between the employer and employee.
• The duties contained in this position description are intended only as illustrations of the various types of work that may be performed by the position. The omission of specific statements or duties does not exclude them from the position if the work is similar related or a logical assignment to the position.
• The Health Center reserves the right to amend alter modify revise reduce restrict and/or terminate any or all of its Policies and Procedures at any time and for any reason including particularly without limitation those provisions regarding employee benefits.