Operations Administrator I - 3535 Pentagon Blvd - Beavercreek - OBGYN Soin - FT/Days

Kettering Health is a not-for-profit system of 13 medical centers and more than 120 outpatient facilities serving southwest Ohio. We are committed to transforming the health care experience with high-quality care for every stage of life. Our service-oriented mission is in action every day, whether it’s by providing care in our facilities, training the next generation of health care professionals, or serving others through international outreach.

Kettering Health Medical Group

• Kettering Health Medical Group, formerly known as Kettering Physician Network, employs more than 700 providers, including physicians and advanced practice providers, throughout the Greater-Dayton and Cincinnati areas.
• Offering an extensive range of specialties and expertise, our physician practices provide comprehensive care at more than 200 locations and ten counties.
• Our services include heart & vascular, orthopedics, sports medicine, primary care, and urology.

JOB SUMMARY: 

Provides practice leadership, supervision, scheduling, and daily management of assigned practice(s). Generally, supports 12-19 providers and a minimum of 2 leaders. Ensures a smooth and efficient operation of the practice(s) to include, but not limited to, hiring and training staff, working with the physicians daily, monitoring and controlling costs, assuring accurate and timely charge capture and edit/error work queue resolution, and overseeing staff productivity. Assists in achieving the goals and objectives in support of KPN Operations Administration service line. 

KEY JOB RESPONSIBILITIES:

• DAY-TO-DAY MANAGEMENT: Collaborates with physician and staff to ensure positive patient experiences, maximizing patient flow, minimizing vendor disruptions, and effectively addresses complaints and issues. Manages practice(s) to include front desk procedures, bookkeeping, patient billing, office/clinical supplies, budget, collections, insurance, and evaluates work process and patient service issues for continuous improvement opportunities. Completes/oversees coding and approval of invoices, reconciles credit card terminal and sends daily report to Finance. Oversees cash collections and makes daily deposits per defined targets on cash collections. Develops preferred capture strategies with assistance of service line Director in developing budget. Approves all invoices in a timely manner. Educated on referral capture/market and works in collaboration with operations and network development to develop market strategies.
• STAFFING NEEDS: Manages staff-to-physician ratio, adjusting staff schedules and filling in as needed. Processes staff time and attendance bi-weekly, monitoring and maintaining accurate PTO records, tardiness, and absences. Tracks physicians time-off according to their benefit summary. Conducts coaching, development, corrective action, staff evaluations, and provides reward and recognition to keep employees engaged and productive. Follows the Just Culture process as appropriate. Facilitates monthly staff meetings in support of POC and other KPN initiatives. Collaborates with KPN operations to prepare for monthly practice(s) operations council meetings.
• COMPLIANCE/QUALITY: Maintains confidentiality with patient records in accordance with HIPAA. Assists physicians with preparing, monitoring, and submitting CME expense reimbursement requests. Ensures the practice(s) remains compliant with all regulatory agencies (e.g. CLIA, TDDD, OSHA, Board of Pharmacy, etc.). Ensures drug samples are accurately tracked and dispensed in compliance with state regulations. Oversees condition of physical property and monitors security practices/policies. Ensures staff and physicians complete mandatory network requirements (e.g. safety education, corporate integrity education, immunizations, flu shot).
• EPIC: Ensures the staff captures updated patient demographic and insurance information at every patient encounter and update in Epic as appropriate. Oversees charge entry posting, ensuring all non-scheduled events (surgeries, hospital rounding, nursing home visits) are captured timely and entered in Epic appropriately and timely. Ensures the Daily Encounter Control Report is reconciled daily or no less frequently than twice per week. Ensures the practice(s) charge review and claim edit work queues are worked to completion daily.

REQUIREMENTS:

Education: Bachelor's degree in Business Management or related field required.

Experience: Three - five years of experience managing a medical practice required. Must have a thorough knowledge of medical office operations to include billing systems. Ability to interpret and supervise business policies. Special ability to communicate and relate well with staff, physician(s) and the public.