Position SummaryThe Practice Administrator provides strategic and operational leadership for a 12-location dermatology practice across Northern Nevada, including medical dermatology, Mohs surgery, and cosmetic services. This role partners with physicians, providers, and clinic leaders to drive operational excellence, financial performance, patient satisfaction, provider productivity, and practice growth, ensuring optimum utilization of resources and efficient delivery of services. Responsible for overseeing more than 230 employees and 35+ providers, the Practice Administrator develops workforce and operational strategies that support scalability, efficiency, and exceptional patient care. The position directly supervises five operational leaders and serves as a key partner to executive leadership.
Essential Duties and ResponsibilitiesThe following duties and responsibilities generally reflect the expectations of this position but are not intended to be all inclusive. Other duties may be assigned.
Operational & Workforce Leadership- Provide operational oversight for all 12 locations, ensuring efficient patient flow, staffing, scheduling, customer service, and clinic performance, including supervision of front desk (check-in/check-out), central scheduling, and back-office (MA and nursing) functions.
- Develop, implement, and maintain operational policies and procedures that promote consistency, regulatory compliance, and quality care, including compliance with federal and state employment laws and government-mandated policies.
- Partner with physicians and executive leadership on long-range and strategic planning to optimize provider productivity, appointment access, clinic utilization, and patient flow.
- Lead workforce planning, talent acquisition, onboarding, employee relations, leadership development, and succession planning to support organizational growth; ensure compliance with new hire and onboarding processes.
- Serve as the point of contact for employee issues and concerns; investigate employee complaints (including staff interviews), maintain confidentiality, and keep a log of issues, investigations, and resolutions.
- Foster a culture of accountability, collaboration, employee engagement, and continuous improvement while maintaining strong retention and leadership development outcomes.
- Monitor staffing models, labor utilization, turnover trends, and recruitment effectiveness to ensure workforce stability and efficiency.
- Oversee practice payroll processing (ADP system), bookkeeping, and benefit plans.
- Hold weekly leadership meetings with the team to ensure all oversight areas are monitored and accounted for.
Financial & Business Performance- Accountable for profitability, operating margin performance, and achievement of financial goals across all locations and service lines.
- Develop and manage budgets, labor plans, forecasts, and expense controls; oversee cash flow management, capital expenditure planning, and communication with practice support center accounts on financial statements.
- Analyze and improve key performance indicators, including revenue growth, EBITDA, provider productivity, labor costs, staffing utilization, and clinic profitability.
- Identify and implement operational improvements that increase efficiency, reduce costs, and enhance financial performance.
- Monitor provider schedules, clinic capacity, and patient demand to maximize access, productivity, and practice growth.
- Oversee purchasing of supplies and processing of accounts payable, including reviewing and approving invoices, printing and signing checks within 24 hours of approval, mailing checks within 24 hours, and filing AP invoices and check copies for easy access.
Patient Experience & Practice Management- Ensure delivery of an exceptional patient experience that drives patient satisfaction, retention, and loyalty.
- Monitor patient satisfaction scores, appointment availability, wait times, and service recovery efforts, implementing action plans as needed.
- Support growth initiatives for medical dermatology, Mohs surgery, and cosmetic services through operational planning and capacity management.
- Oversee operational aspects of revenue cycle processes, including registration, referrals, charge capture, entry of procedure codes and patient demographic information, billing, collections, and EMR utilization; oversee medical records maintenance.
- Review key revenue cycle metrics, including collection rates, denial trends, and accounts receivable performance, and oversee up-front collections efforts to maximize reimbursement.
- Assist provider staff with business issues and non-clinical concerns, including patient concerns and customer service issues.
Compliance & Resource Management- Ensure compliance with HIPAA, OSHA, CLIA, and all applicable federal, state, and local healthcare regulations.
- Lead clinic reviews, compliance audits, quality improvement initiatives, and corrective action planning; maintain accountability for clinic compliance scores, audit outcomes, and operational standards.
- Oversee vendor relationships, inventory management, facility operations (including landlord communication), and equipment resources to ensure efficient, cost-effective operations.
- Oversee marketing efforts and IT resources across the practice.
- Responsible for all provider credentialing for the practice, including Medicare.
- Perform routine site rounding across assigned locations.
Strategic Leadership- Serve as the primary liaison between physicians, clinic leadership, administrative departments, and executive leadership.
- Utilize operational, financial, workforce, and patient experience data to drive decision-making and strategic planning.
- Lead initiatives that enhance organizational effectiveness, operational consistency, profitability, and long-term growth across all locations.
- Attend provider meetings, follow up on assigned action items, and maintain related records.
Experience Requirements- Bachelor's degree or relevant experience.
- Minimum 5 years practice management experience.
- Prior experience managing a multi-physician, multi-location practice with multiple departments, required.
Knowledge, Skills and Abilities Requirements- Strong financial management background.
- Extensive capability with MS Office.
- Ability to produce and evaluate reports from an EMR and PM system for data evaluation.
- Strong leader with good organizational skills, compassion, and flexibility.
Supervisory ResponsibilitiesDirectly supervises five operational leaders, including roles such as Clinical Manager, Cosmetics Manager, and Lab Manager.
