Practice Administrator

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Coordinates the day-to-day operations of a multiple provider practice with generally 20 or more FTEs (including providers), which includes patient flow, provider schedules, charge entry, deposit of co-payments, and staff supervision, to ensure practice growth, profitability, quality care, and patient, provider, and staff satisfaction. Serves as Privacy and Safety Officer. Proficiency using software applications and serves as a resource for others within the organization. Works closely with Practice Operations Manager to communicate practice needs, problems, and concerns and to communicate ideas and suggestions to increase patient volume and improve practice’s financial position. Supports and communicates WPA policies and procedures to providers and practice staff. Extended hours may be required to attend meetings, ensure practice staffing and meet deadlines.

Job Description:

PRINCIPAL FUNCTIONS:

Exemplifies Winchester Hospital’s values and Service Excellence standards. Commits to making every encounter with our patients, patients’ family, co-workers, physicians and other customers the best that it can be.

Complies with all Winchester Hospital policies and the Code of Business Conduct. As required, maintains current tuberculosis testing. Takes responsibility for own safety as well as the safety of patients, patients’ family, co-workers, physicians and other customers.

Interviews, hires, orients, trains, and evaluates performance of, and when necessary, disciplines practice staff. Provides guidance in effective problem solving to all practice staff. Conducts regular staff meeting to promote communication and facilitate problem solving and planning.

Writes and delivers employee performance evaluations. Ensures evaluations are received by the Human Resources Department on time.

Addresses any employee performance issues according to protocols established by Winchester Physician Associates.

Attends all required training sessions dealing with changes in employee policies and/or procedures and updates staff accordingly. Works to ensure staff has completed mandatory training session and is in compliance with OSHA and/or compliance with all governmental regulations. Ensures staff renew licenses and certificates as required.

Implements all office policies and procedures and ensures compliance. Oversees activities related to the implementation, maintenance of, and adherence to the practice’s policies and procedures related to privacy of and access to patients’ protected health information (PHI) in compliance with federal, state and practice’s privacy practices (Privacy Notice). Ensures the delivery of privacy training and orientation to all employees. Acts as a practice point of contact for receiving, documenting and tracking complaints concerning privacy policies and procedures.

Meets with Billing Manager to address any concerns or ongoing issues regarding third party payors and/or patient collections, changes or updates in billing procedures, charge entry or registration problems and patients outstanding balance issues.

Addresses complaints or problems with patients/parents. Terminates patients for nonpayment or noncompliance according to guidelines established by Winchester Physician Associates.

Works with Practice Operations Manager to develop supply, capital, and staff budgets and revenue projections.

Develops and maintains a system for purchasing insuring “best pricing” is obtained for all practice purchases. Coordinates timely and accurate submission of payroll time sheets.

Authorizes, monitors and processes all practice expenditures per WPA policies and procedures. Coordinates timely and accurate submission of payroll time sheets.

Coordinates the effective operation of the front desk insuring a customer service focus while gathering appropriate information needed for clinical care and billing. Responsible for accurate and timely submission of patient charges. Provides backup support to all practice staff.

Ensures a safe working environment by resolving maintenance, housekeeping and physical plant problems. Ensures that office and clinical equipment is kept in good working order. Ensures that the Practice’s OSHA Manual is complete, and up-to-date and accessible to staff. Maintains MSDS for all chemical used in the practice. Monitors service contracts and arranges for repairs and/or preventive maintenance.

Attends all physician management meetings. Follows through on any outstanding issues and reports findings/progress. Processes all paperwork for physician insurance credentialing and/or recredentialing, license renewal, hospital privileges and CME credits.

Works with physicians to maintain appropriate physician staffing levels and maintain the coverage schedule.

Participates in the following: Mandatory training requirements as per hospital/unit policies Continuing education/inservices to enhance knowledge Staff meetings Performance improvement initiatives Orientation of new staff, students and/or volunteers

KNOWLEDGE, SKILLS AND ABILITIES:

Bachelor’s degree in Business or other related field or equivalent.

Eight years of years of directly relevant experience may be considered in lieu of the degree.

Requires at least 5 years of experience in a medical office setting with at least 1 year medical field management experience.

Keyboarding ability and knowledge of practice management software.

Ability to solve problems and prioritize multiple demands.

LICENSE, CERTIFICATION REQUIRED: None Required

LIFE SUPPORT CERTIFICATION REQUIRED: None Required

AGE SPECIFIC REQUIREMENTS: Not Applicable

PHYSICAL, MENTAL AND VISUAL REQUIREMENTS:

1. Ability to communicate orally and in writing.

2. Ability to use computer.

3. Ability to proofread documents and check for accuracy.

4. Valid driver’s license and motor vehicle to travel to hospital and off-site meetings.

OSHA EXPOSURE: Job does involves possible exposure to blood, body fluids or tissues.

REPORTING RELATIONSHIP AND SUPERVISORY RESPONSIBILITY:

1. Reports to Practice Operations Manager.

2. Responsible for supervising the work of others.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled