Address
Form of workPosition Purpose:
The Practice Administrator primary responsibility is to lead the Associated Oral & Implant Surgeons practice by partnering with the surgeons, the Regional Director of Operations and support services to establish and maintain a successful practice and an engaged team.
At Associated Oral & Implant Surgeons, we treat patients like family. It is a simple motto that defines everything we do! By providing the best care for our patients, we ensure our legacy of excellence in care and give our patients every reason for peace of mind. You can have full confidence in the oral surgeons on our team. We serve patients in 3 local Tennessee locations. We work with six surgeons who specialize in oral and maxillofacial surgery and are able to treat a broad range of issues that affect the mouth, face, and teeth.
Essential Functions
- Foster strong relationships with surgeons, team members, and the support services teams; actively address the needs of the practice by resolving concerns, responding to feedback, and understanding the financial data.
- Possess strong business acumen. Lead the practice in attaining the operational levels that optimize productivity, efficiency, and profitability.
- Understand the business responsibilities and key performance metrics for successfully managing a practice including forecasting results, meeting and/or exceeding budget and production expectations, balancing financial data and records, assisting, as needed, with completing financial audits.
- Exhibit outstanding customer service with referrals and patients.
- Assist surgeons in the timely and successful resolution of the of patient needs, concerns, and questions.
- Lead by example with Servant Leadership; partner with Human Resource to develop and deliver periodic performance evaluations for all practice team members.
- Support the company policies and procedures, and ensure they are being followed in the practice.
- Ensure the practice leaders are compliant with all laws, regulations, OSP policies and procedures. This includes OSHA/HIPAA compliance.
- Continually build and nurture a positive working relationship with the surgeon including organizing monthly meetings to discuss practice performance and facilitate the resolution of any practice concerns.
- Ensure bank deposits are protected and made timely according to the established guidelines and protocols.
- Complete end of day balancing process by performing or monitoring the process.
- Monitor collections processes and reporting to maintain accounts receivable within target levels.
- Monitor phone service levels to ensure high service levels,
- Oversee automated patient communication systems and ensure effective usage.
- Follow HIPAA and OSHA policies and procedures and other applicable privacy and security policies and procedures to maintain patient privacy and protect patient information including financial, personal, and health information.
- Support improvements to patient flow, as needed, to maximize budgeted payroll hours by effectively scheduling staff, and understand and provide oversight for the scheduling, fee schedules, collections, etc.
- Partner with Human Resources to hire and retain quality talent within the practice; regularly recognize and reward success and performance, facilitate regular staff meetings, foster open communication, provide company, share information, teach and develop team members.
- Partner with Regional Director and Human Resources to develop corrective action/performance improvement plans, as needed for team members to ensure behaviors and performance standards are being achieved. Consult with Human Resources prior to delivering any PIPs or corrective actions/warning document to staff.
- Complete Human Resources and payroll-related documents accurately and timely, including discipline or termination forms and completion of time sheets.
- Partner with Marketing and Development for referral development & growth, CE events, and Surgeon recruitment.
- Other duties may be required as needed.
Key Performance Indicators
- Monthly accountabilities:
- Hold team meetings
- Complete quality checks
- Attendance on scheduled conference calls
- Effective use of systems including PM system, patient communication system, payroll system, and VOIP phone system, etc.
- Conduct Business and Financial reviews
- Quarterly accountability: accurately complete required checklists.
- Budget accountabilities: as requested by the practice, assist practice in meeting or exceeding budgets in the following areas:
- Accounts Receivable
- Expenses
- Payroll
Qualifications
Education:
- High school diploma or equivalency, required. Bachelor’s degree in business, healthcare administration or related discipline, strongly preferred.
Experience:
- 5 years’ experience in a healthcare environment.
- 3+ years leadership experience with a direct customer contact in a healthcare practice.
Performance Requirements:
- High degree of professionalism
- Strong interpersonal and relationship building skills.
- Strong and effective communication skills.
- Positive attitude change advocate, lead by example.
- Independent decision-making skills and utilization of sound judgement.
- Excellent organization and multi-tasking skills.
- Travel as needed for training and to perform job functions.
Work Environment:
- Must adhere to OSP safety procedures to minimize exposure to radiation and other potentially harmful elements used in the provision of medical services.
- Potential long hours standing on feet.
- Travel as required.
Physical Requirements:
- Work requires hand dexterity for office machine operation, stooping and bending to files and supplies, mobility to complete errands, or sitting for extended periods of time.
- Occasionally lifting files or paper weighing up to 20 pounds.
- Occasionally work environment may be very stressful.
- May view computer screens for long periods of time.
- Occasional evening or weekend work may be required.
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. OPS’s management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.
