Overview
Working with the Administrative Director, Graduate Medical Education/Designated Institutional Official and the Program Director, Family Medicine Residency, the Practice Administrator will be responsible for the clinical management of the residency programs continuity clinic. The Practice Administrator will work collaboratively with BMG Leadership, clinical, hospital, and system leadership, and manage to develop and implement strategic plans focused on the growth and development in areas of responsibility Serves as the coordinator in utilization and report generation for the appropriate EMR system Accountable for specialty performance (service, quality, people, finance, growth) Create and manage the operating and capital budgets May have additional department specific, as necessary.
Responsibilities
Quality and Patient Safety:
- Facilitate patient-centered care, serving as expert in area of responsibility for staff, providers, supporting services, and other stakeholders.
- Address escalated patient care, safety, and quality issues, as needed.
- Solicit and use feedback from all staff to support effective change processes.
- Ensure areas of responsibility are compliant with system policies and procedures and with the requirements of applicable regulatory agencies (i.e., CMS, DE DOH, Medicaid).
- Implement, monitor, and evaluate quality initiatives to optimize patient outcomes.
- Determine clinical mix and staffing models to support safe, timely, and high-quality care.
- Partner with facilities, materials management, environmental services, infection control, and other supporting services to manage and mitigate patient care or operational risks.
- Coordinate all EMR activity, including training for staff, as required.
- Assist in establishing and implementing policy, including but not limited to: professional licensure, registration and/or certification, risk management, clinical operations and clinical compliance, and staff and patient safety.
People:
- Support HR functions in areas of responsibility, including but not limited to: recruitment, performance evaluations, timekeeping audits, training and development, career ladders, coaching plans, and corrective action.
- Assist in meeting educational and mandatories requirement of staff.
- Identify educational needs of staff who interface with various levels of care.
- Support employee engagement to promote positive culture and enhanced communication.
- Collaborate with HR, Regulatory, and Legal to resolve human resource, labor relations, employee and department safety, and risk management issues.
- Lead and facilitate employee-engagement activities
Access:
- Plan, implement, and monitor initiatives to increase provider productivity, completed visits, and new patients to support market share growth.
- Coordinate and implement strategies in partnership with Marketing and Communications teams that enhance the BMG brand in the community and surrounding areas.
Finance:
- Develop operating and capital budgets in partnership with Finance and supervisor.
- Ensure that responsibility areas meet or exceed budget goals.
- Assist with budget supervision, oversight, and variance explanations to BMG Leadership.
- If applicable, supervise coding and charge-entry staff and conduct performance audits.
- Work with Revenue Cycle to improve collection process and troubleshoot insurance coverage, financial clearance, and reimbursement issues.
- Assist BMG Leadership by maintaining financial reports for areas of responsibility to monitor and analyse performance against goals.
- Maintain responsibility for the charge-lag process to ensure professional fees are entered into the EMR within established timeframes.
- As applicable and relevant, disseminate regulatory information to staff and providers pertaining to changes in reimbursement and/or coding to ensure compliance with revenue integrity and maximizing opportunities.
- As applicable, work with the provider compensation and EMR team to create necessary reports in the EMR that evaluate provider productivity and outcomes for established metrics. Facilitate periodical review meetings with providers and BMG leadership.
- Maintain alertness to recommend cost savings and revenue enhancement strategies.
Citizenship and Innovation:
- Create a culture of service excellence focused on defining, understanding, and consistently satisfying the requirements of both internal and external customers.
- Act as consultant to physicians to develop strategic opportunities and business plans.
- Recommend establishment or revisions of clinical policies and develop organizational structure and standards of performance.
- Collaborate with clinical leaders across Beebe Healthcare to assure coordination of care.
- If applicable in area of responsibility, assist with accredited residency program to ensure compliance with required training and may act as liaison with GME department.
- Participate and serve on committees, as assigned.
Service:
- Assist staff to develop and implement action plans to improve service levels, enhance patient experience scores and service recovery, and exceed expectations.
- Facilitate processes to improve and report patient satisfaction scores to stakeholders.
- Ensure continuity of care for patients evaluated and treated by providers, including timely communication with patients and referring providers.
- Address escalated patient experience issues and serve as patient advocate.
Ad Hoc Responsibilities:
- Support discussions for lease agreements in areas of responsibility, providing periodical updates to BMG Leadership to re-evaluate or modify.
- Support clinical purchasing (i.e., pharmaceutical, laboratory supplies, med-surgical supplies, furniture, clinical equipment, etc.).
- Work with Facilities, Materials Management, and appropriate vendors to ensure cost-effective, high-quality supplies are utilized.
Additional ACGME Specific Responsibilities:
- Able to assist in training of new and current team members and continuing education as needed, i.e., CPR certification, POCT, CHAA and all required electronic systems.
- Analyzes operations and needs to improve processes utilizing PDCA.
- In conjunction with the Residency Program Coordinator and Program Director in maintaining clinic schedules and templates for resident physicians and faculty, based on their educational requirements/program requirements; works with Program Director to ensure there is adequate faculty supervision for resident physicians.
- Works with Program Director to ensure smooth transitions when resident physicians enter and graduate from the program.
- Has an understanding and knowledge of the CMS and other insurances requirements for teaching in the clinical environment.
- Assist the Program Director in establishing a billing workflow for attending supervision and co-signing of resident physician's patient panel.
- Assist the Program Director in establishing best practices for clinic workflow when incorporating medical students and resident physicians.
- Maintains healthcare providers and physicians call schedules.
- Assist with ensuring ACGME standards and program curriculum are met.
- Participation in Practice Management Curriculum.
- Evaluation and feedback on resident performance.
- Program Evaluation Committee.
- ACGME accreditation process and site visits.
- Other duties as assigned
Qualifications
- Five years medical office experience required
- GME experience strongly preferred.
- Healthcare management or similar to the degree requirements; Bachelors Degree preferred
Skills:
- Clear Communication Skills Both Written and Verbal
- Strong Leadership, Interpersonal and Organizational Skills
- Able To Keep Confidential Information Regarding Patients, Team Members
- Able To Withstand Crisis Situations
- Has Skills to Provide Customer Service to Patients, Team Members and Visitors
- Knowledge And Experience with Electronic Health Records Education
Credentials
Education
EntryUSD $73,112.00/Yr.
MaxUSD $113,318.40/Yr.
