Practice Administrator - Physician Practice

Job Summary

Responsible for strategic planning, practice development, and the administrative and clinical operations of multiple Specialty ambulatory practice locations to support achievement of medical group goals. Partnering with clinical directors and managers in practices where nursing leadership oversees or has a matrixed relationship for clinical operations. Operates in a collaborative and supportive environment to manage practice growth, support development efforts, and emphasize service and quality. Oversees and manages operational and practice related requirements with the Office/Practice Manager, providing dotted line supervision for administrative and clinical staff. Responsible for providing leadership and direction, while ensuring consistent applicability with the policies and procedures of CNE Medical Group, as well as within the applicable operating unit(s). The Practice Administrator has a visible on site presence at the practices and focuses on establishing and maintaining professional relationships with the providers, managers, and staff.

Duties & Responsibilities

Collaborates with the Executive Director Operations and other members of the leadership team, develops and facilitates the implementation of the strategic direction of CNE and CNEMG. Ensures the strategic direction is achieved while ensuring that high quality of health care is delivered.

Ensures the development and implementation of approved annual practice plans, goals and objectives for each practice/program, based on the strategic plan of CNE and CNEMG, with a focus on:

• Increasing revenue

• Implementing cost controls to improve net margin where applicable

• Expanded services

• Addition of new providers

• Patient access and satisfaction

• Employee engagement

• Provider engagement

Establishes and manages provider relationships in assigned practices. Understands and supports providers' productivity challenges and implements practices and workflow changes to alleviate them. Engages providers to enhance productivity in a manner that will fully utilize clinic resources and increase CNE’s net patient revenue.

Provides leadership to direct reports in the execution of approved strategies and goals. Meets weekly, in-person, with managers to ensure all business needs are met. Collaborates with managers to facilitate monthly practice priority meetings with providers. Maintains, at a minimum, a weekly presence in all practices managed. Participates at office/practice manager group meetings as required. Fosters an accountable environment and monitors achievement. Communicates effectively to all levels of the organization.

Manages the implementation of operating policies, procedures, systems and programs consistent with organization philosophy, strategy and financial accountability. Ensures standardization of policies and procedures across business units whenever possible.

Manages the fiscal resources of the practices in a manner that is financially responsible and consistent with the overall goals of the organization. Makes recommendations for capital, operating and staffing budgets for departments and clinics for which the Practice Administrator is responsible. Prepares annual goals and budgets for submission as required. Responsibilities include preparation, submission and management of annual budget for all assigned practices. Management includes preparation of variance report explanations when actual results deviate from established budget parameters.

Works closely with the revenue cycle management (RCM) leadership to continuously improve the revenue cycle for the practices. Maintains up-to-date knowledge of general third-party billing and coding regulations. Ensures all practice and provider encounters are closed within the prescribed period. Monitors all work queues to ensure they are being worked. Accountable for the timely resolution of Charge Review, Charge Router Review, Claim Edit, Follow-up, Open Encounters, and other work queues as assigned to the practices.

Collaborates with the Executive Director Operations to enhance existing services and/or implement new business strategies to build and maintain desired patient panel levels for both new and existing physicians/providers. Develop and enhance physician practice growth and quality of care. Evaluates the need for new resources such as additional providers, staff or services and designs comprehensive business plans/proposals to make a case.

Manages identified key performance indicators that measure financial performance, operational effectiveness and efficiency, clinical quality, and patient experience of assigned practices. Develops and executes strategic action plans aimed at improving metrics that are not meeting target. Provides dashboard and action plan results monthly to the Executive Director Operations, physician leadership and other stakeholders.

Ensures practice efficiency and effectiveness. Spends appropriate amount of time observing each practice to evaluate operational flow including patient process, office teamwork, and patient interaction with staff. Assesses provider capacity and utilization to balance patient demand with available space and staff to ensure provers are not over worked or under-utilized. Adjusts staffing and expenses for variations in projected budget income caused by fluctuating volumes and other external forces. Evaluates staffing structures and makes recommendations for staffing resources based on analysis of financial data, practice/program utilization requirements, comparisons to FTE benchmarks for practices/programs of similar size, scope and complexity and other analytics as available.

Collaborates with Executive Director, nursing leadership, and other subject matter experts to understand and implement requirements to maintain regulatory and accreditation readiness. Partners with CNE, CNEMG, and nursing leadership to ensure all assigned practices are in compliance with all required standards and have an integrated, consistent plan for maintaining continuous compliance with all required regulatory and accreditation standards. Conducts monthly readiness rounds and develops action plans to mitigate risk. Provides timely and actionable feedback to Executive Director, practice leadership, providers, and staff.

Responsible for the on boarding of practice management staff. Recruit, hire, develop, train, coach and manage office/practice managers to ensure goals are met and successful transition of new managers. Includes designing a standardized training program, setting goals, conducting professional development plans and evaluating performance annually. Assess team member performance and implements corrections

Identifies themes around staff/provider/patient complaints and brings them to the attention of the Executive Director of Operations with potential solutions. Strives for teamwork and unification of practices as one group. Organizes meetings by groups and/or specialty to discuss challenges and share best practices across the organization.

Performs other duties as assigned or requested.

Requirements

Bachelor's degree in Business, Healthcare, or related field required; Master's degree preferred.

Minimum 7 years experience, preferably in healthcare administration.

About Us

Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end-of-life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.