A well-established, compassionate, and busy practice in a thriving regional center is looking to replace a retiring practice administrator. The ideal candidate is an experienced leader, with a proven ability to think strategically and implement plans. The Administrator will be responsible for ongoing analysis and development of the practice's infrastructure, with the goal of optimizing patient care and enhancing efficiency, in addition to management of personnel and day to day operations. The doctors have a vision of providing the highest quality and most compassionate eye care in the southern Minnesota area and are excited to bring on a new team member for this mission. To learn more about this opportunity, please call our office: (507) 345-6151, email us at firstname.lastname@example.org, or visit our website: mankatoeyedoctors.com.
POSITION: Office Administrator for Ophthalmology Associates of Mankato
REPORTS TO: Board of Directors/Owners
JOB SUMMARY: This individual is responsible to the owners of the professional corporation for the administration, direction, and coordination of all practice activities, except those directly involving professional medical judgment.
EDUCATION AND EXPERIENCE:
Extensive managerial experience within the health care industry, preferably ophthalmology.
A minimum of five (5) years of related work experience and a college degree. An MBA would be preferred, but is not required.
COE designation through ASOA preferred.
Working knowledge of standard accounting principles, analytical skills, monitoring productivity, and a work history of creating and managing budgets.
Fundamental expertise in Human Resources, team development, and staff management.
Working knowledge of computers including EPM systems and EHR. Experience with a fully-integrated EHR and practice management software package would be extremely beneficial.
Experience in developing and implementing strategic and/or project plans.
Experience in developing and maintaining a referral network.
Experience in dealing with a variety of regulatory issues impacting medical practices including, but not limited to: HIPAA; OSHA; Medicare/CMS compliance (including requirements for MIPS, etc.); Federal and state human resource regulations (FSLA, FMLA, EEOC, etc.)
Successfully reported on quality measures (PQRS) and meaningful use in recent years.
Experience in negotiating with payers, vendors, and general business contracts.
Experience reporting to a board of directors and/or multiple shareholders.
ESSENTIAL SKILLS AND ABILITIES:
Strong customer service background, training abilities, and relationship building skills.
Quantitative and analytical skills, including development of key metrics and reports.
Balance of strategic thinking and future planning with day-to-day operational management.
Ability to express himself/herself, in writing and orally, with clarity and tact.
Ability to work closely with tax advisors and CPA to ensure good tax policy for professional corporations and implementation of money management safeguards.
Knowledge of federal, state, and local laws/regulations impacting medical practices, including, but not limited to, human resources, FLSA, HIPAA, OSHA, and payers.
Advanced problem-solving skills including early identification of potential problems and working toward resolution in a timely and effective manner.
Advanced ability to handle sensitive situations and conduct difficult conversations tactfully and objectively.
The ability to instill confidence in decision-making and recommendations through demonstrated integrity and consistent approach.
Proven track record of developing relationships with referral sources and payers.
Strong project management skills.
Track record for developing staffing programs that hire, retains, and trains staff to provide top quality care in a compassionate manner.
In concert with physician owners, develops a business plan for the practice that is reviewed and updated annually. Makes recommendations for implementation, as well as time lines to be included.
Maintains a communication system which may include staff meetings, newsletters, regular emails, and other communication options with the specific objectives of enhanced operating efficiency.
Creates an organizational structure plan to ensure the practice can meet its customer service and efficiency goals.
Works with the owners and designated outside resources to develop a marketing plan to ensure the practice achieves the goals set forth in the business plan.
Works on recruitment and development of a medical staff consistent with the goals set forth in the business plan.
Serves as primary interface with business consultants (legal, accounting, management consultants) to the practice.
Oversees daily operations that maximize physicians' time including best scheduling of patients and support staff.
Prepares and monitors regular productivity and departmental reports. Makes recommendations for improvements based on metrics.
Prepares agendas and materials for regular shareholder meetings; presents recommendations to the board via email and board meetings.
Prepares action plans/ project plans and updates status regular as a means of communicating progress on initiatives.
Works with the physician-owners and outside accounting/consulting firms to ensure strict controls and safeguards are implemented in the practice.
Prepares monthly Profit & Loss and Balance Sheet statements in a timely manner and reviews with physician-owners to make decisions regarding changes to business plans. Prepares analysis of financial reports and explanation of unusual accounting events.
Develops a useful report of productivity or other key performance indicator reports. Provides reports to physician-owner on an agreed upon timeline.
Analyzes the cost/benefit ratio, and feasibility thereof, of special situations or opportunities for the practice.
Works with outside accounting/consulting and legal firms regarding tax-planning issues affecting the practice.
Provides direct or indirect approval of all practice expenditures; including necessary purchase order system and capital purchase review and budgets.
Institutes a cash management program to maximize return to the practice.
Oversees and reports on the billing and collection process in order to facilitate a healthy turnover of accounts receivable.
Develops an appropriate management infrastructure in order to improve communication and efficiency
Oversees payroll, benefits administration, time-tracking in conjunction with accounting firm and in compliance with local and national regulations.
Oversees recruitment, hiring, training, coaching, and dismissal of all personnel to ensure compliance with federal and state employee regulations and protect the company from claims.
Supervises, including preparation and monitoring of job descriptions, salary reviews, and personnel evaluations.
Maintains employee files and records.
Organizes regular meetings of the management team and office personnel.
Maintains and implements a compensation and benefits program to attract and retain quality employees.
Develops policies and procedures to create image and culture consistent with owner's expectations.
With owners, creates and implements an annual marketing plan and budget.
Builds and maintains a referral network, especially OD referrals, but also referrals from primary care providers.
Works on developing an in-depth knowledge of the area marketplace in order to identify and take advantage of opportunities. This will include attendance at appropriate conferences.
Serves as spokesperson, when necessary, for the organization.
Oversees all insurance coverage, including malpractice, office contents and liability, life, disability, and business overhead (for the physicians), as well as any other practice related policies.
Oversees the computer system of the practice to ensure maximum utilization and increased practice efficiency.
Negotiates and develops relationships with payers and employer groups.
In order to ensure compliance with third party payers and government regulations, puts together task forces, develops manuals and training plans, and implements programs such as listed below (list is not intended to be all-inclusive): HIPAA, OSHA, payer compliance program, provider credentialing, quality measures as required by CMS, coding and documentation, reporting for MIPS.
Motor, Sensory, and Physical Requirements:
Must be able to operate modern office equipment (e.g. computer, phone, EPM/EHR software systems, fax, copier, etc.).
Must be able to circulate throughout office to observe project implementation and provide leadership “visibility."
Must be able to drive between business entities and to various meetings to represent the corporation.
Job requires both extended times sitting in meetings or reviewing information on a computer and regular up/down from chair to walk throughout office.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Performance Bonus: Performance bonus based on achievement of annual goals.
Benefits include vacation, medical insurance, vision services through the practice, continuing education, etc. commensurate with community standards.
Exclusive Employment: Employee agrees to devote his full time and attention to the business affairs of the practice.