Practice Administrator

Austin Health Partners is seeking a tenured Practice Administrator to join our growing and thriving team at Cedar Park Pediatric & Family Medicine. Aligned with our mission statement and core values, the Practice Administrator is responsible for overseeing personnel, practices, protocols and procedures within the care center. Their duties include maintaining budgets and ensuring their care center adheres to health laws and regulations, implementing new methods to increase efficiency and patient experiences, staffing, scheduling, employee relations and staff development. The Practice Administrator will lead and manage two locations with over 50 employees comprised of providers, clinical and front desk staff.

Our ideal candidate is a kind, compassionate, and collaborative leader and they have ample and proven operational & people management experience. They thrive and are able to lead others in a fast-paced environment on multiple projects. They delegate the details with timely follow-up and ensure the quality of any task. They are able to make quick decisions based on changing conditions and past collaborative resolutions. These decisions are based on innovative and creative problem-solving skills. In addition, they are able to achieve results because they lead and inspire their staff to collaborate, implement, learn, engage and commit themselves to the practice and each other. They understand that the clinic culture and staff morale influences and drives customer satisfaction and the sustainable success of any business.

Competitive Salary Commensurate with Experience & Bonus Plan

The Company offers a competitive and comprehensive benefit package that includes:

• Currently the Company pays 100% of the Employee’s Medical Insurance (base/HSA) & $50k Life D&D insurance policy
• Paid Time Off/ Sick Pay which increases based on tenure
• Birthday PTO and Years-of-Service PTO awards
• Health Savings Account [HSA] medical option – which includes a company contribution 
• Retirement 401(k) account with Company match of up to 3.5%
• Employee-paid options include Dental, Vision, Life D&D, STD, LTD and AFLAC
• Paid Holidays: Jan 1st, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Day
• Employee Assistance Program (EAP) – focused on counseling & everyday support for employees and any member of their household!

Who Are We?

Austin Health Partners (AHP) is an independently-owned, physician-led Pediatric and Family Medicine Supergroup consisting of multiple care centers in South Austin, Cedar Park, Round Rock, Pflugerville and Georgetown. We offer an extensive array of beneficial services and resources to our patients, and our talented staff of Pediatricians, MA’s, NP’s, Office staff and other providers are amongst the highest quality in the industry. 

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Care Center Management

• Directs clinic operations through supervision of clinic supervisors. Holds management, staff and providers accountable for achieving stated objectives.
• Works closely with Physician Partners and the Director of Practice Operations to optimize practice operations through skilled operational processes.
• Establishes and implements goals, objectives, policies, procedures, and systems at the individual employee, care center, and departmental levels.
• Coordinates with the Physician Partners to manage and approve employed provider PTO requests.
• Maintains accuracy of provider schedule templates on Athena/EMR system.
• Monitors workflow and schedules staff and providers based on patient volume and operational objectives.
• Evaluates the budget and creates reports with recommendations to cut costs. 
• Offers recommendations to decision-makers on ways to improve the efficiency of the office.
• Prepares reports as needed for management including but not limited to staffing, overtime, and budgeting reports.
• Manages Triage and Referral teams, including remote team members.
• Conducts thorough assessments of existing EMR setups to identify areas for improvement, customization, and optimization.
• Provides training and support to healthcare staff on EMR usage, best practices, and troubleshooting techniques.
• Collaborates with the CBO teams to integrate EMR systems with other healthcare technologies and software applications.
• Stays updated on emerging trends, advancements, and updates in EMR technology and healthcare informatics to drive continuous improvement initiatives.
• Coordinates teams within the care center for optimal performance, a high degree of employee morale, and excellent customer service that reflects the core values of AHP.
• Coordinates, manages, and approves staff PTO requests on a master schedule.
• Conducts regular staff meetings for idea sharing and collaboration, as well as to address issues and provide updates.
• Receives and responds to patient/parent complaints, provides prompt feedback to involved staff and physicians, and provides constructive feedback and disciplinary recommendations as appropriate.
• Coordinates marketing efforts with AHP marketing personnel and providers.
• Is responsible for overseeing property management, housekeeping, maintenance, and contractors for any repairs or light construction needed in the care center.
• Provides oversight of purchasing supplies such as vaccines and medical equipment within budget without unnecessary interruption.
• Collaborates with CBO management and staff.
• Carries out administrative responsibilities in accordance with the organization’s policies and procedures, and state and federal laws and regulations.  
• Oversees and reviews patient and clerical records to assure completeness, accuracy, and timeliness.

People Management

• Collaborates with Human Resources on recruiting and hiring efforts - requests job requisitions from HR and consistently tracks and adjusts job ads to remain within the allocated recruitment budget.
• Screens and interviews applicants for open positions in a fast-paced, efficient and selective manner.
• Collaborates with Human Resources on employee relations, benefits, personnel issues, and special projects as assigned.
• Holds staff accountable for adherence to policies and procedures, addressing any performance or conduct issues in a timely, consistent, impartial manner.
• Via the clinic’s management team ensures competency of staff via on-the-job training, career development and regular evaluations.

REQUIRED & PREFERRED QUALIFICATIONS, SKILLS, EXPERIENCE & EDUCATION

• Require Bachelor’s degree, preferably in healthcare administration or business. However, extensive experience may be considered in lieu of a degree.
• A minimum of 4 years of healthcare experience is required.
• A minimum of 5 years in a people management role and at least 3 years directly managing/supervising a minimum of 20 employees is required.
• Management experience of multiple sites/ locations is strongly preferred.
• Knowledge of medical billing and CPT codes.
• Familiarity with HIPAA, CLIA, OSHA, and the overall healthcare regulations and environment.
• Knowledge of general office administration, human resources, risk management, and performance improvement processes.
• Knowledge of electronic health records.
• Proficiency with general information technology programs including Word, Excel, Google Suite; and first-level IT troubleshooting for basic desktop/ laptop/ printer/ scanner equipment, and general office machines.
• Ability to communicate professionally and effectively verbally and in writing.
• Ability to provide excellent customer service to customers and patients.
• Positive, enthusiastic, motivating leadership style with a high level of work ethic and personal integrity.
• Skill in exercising a high degree of interpersonal communication with subordinates, peers, and supervisors.
• Demonstrating excellent judgment and discretion to achieve organizational objectives.
• Creative and engaging problem-solving skills.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. This job will require exposure to patient elements. Works near others, usually within a few feet. May work in a noisy or distracting environment. This role routinely uses standard office equipment. *Certain vaccinations are required of all clinic staff.

EXPECTATIONS, HOURS OF WORK & TIME COMMITMENT

The core hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m., but can vary depending on business needs. This position will require occasional weekend and evening hours. *Candidates MUST reside within the Austin/Cedar Park metro area at a reasonable driving distance to both clinic(s).

AAP/EEO Statement

Austin Health Partners is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time.