What are the responsibilities and job description for the Assistant Practice Administrator position at Cardiovascular Logistics?
NATURE OF DUTIES:
The general nature of the duties includes assisting with the management of the staff and the day-to-day operations of the clinic in a supporting role to the Practice Administrator. This person is responsible to assist the Practice Administrator with organizing, leading, directing and coaching the personnel in the clinic and must also be able to perform non-medical duties of the clinic as directed by the Practice Administrator. This person communicates regularly with the Practice Administrator and all Team Leaders in the clinic and promotes cooperation. Specific duties of the role are to be managed as directed by or during the absence of the Practice Administrator.
SPECIFIC DUTIES:
1. Promote and maintain a positive and professional atmosphere in the clinic and assure the patient needs are met and the clinic operates smoothly. Oversee patient flow, the staff treatment of the patient/family and perform/promote problem solving. Monitor and/or supervise the front office/receptionist procedures and develop good patient/doctor workflow and appropriate appointment scheduling. Communicate and assist the physicians and clinic Medical Director as needed and act as liaison between the staff, physicians and team leaders. Organize the physician’s meeting schedules, travel schedules, CME credits, expiration of licenses, hospital reappointment applications and physician on-call schedule. Also, arrange special appointments including depositions, conference calls, legal issues, etc. Act as Patient Representative and speak with patients about their concerns or questions and communicate insurance, billing and collections issues. Represent CIS as well as the patient in a professional manner. For patient incidents or significant complaints, prepare an incident report and forward to Chief Operating Officer or Compliance Officer for data collection and summary discussions with the Medical Practice Committee.
2. Lead by example through his/her conduct and dedication. Work with the Practice Administrator and senior management team to develop and support the long range plans and organizational policies. Manage, lead, direct and coach the clinic employees and team leaders for day-to-day efficient clinic operations. Oversee clinic staffing, assure appropriate staff volume, staff competency and professionalism. The Assistant Practice Administrator must also be able to perform non-medical duties for day-to-day operations. These duties include: greeting patients, answering phones, making appointments, insurance verification and denials, pre-certifications, receptionist duties, enter insurance information into computer, medical record duties, hospital and/or clinic billing, transcription, mail distribution, and the handling patient complaints or issues. Assure accurate insurance documentation and communication to guarantee a proper pre-certification process.
3. Perform, arrange and/or assist in the training and instruction of non-medical employees in job duties and compile a written competency or skills checklist for each employee. Encourage corporate training when possible and promote cross training within the departments.
4. Work with the Human Resource Department on personnel issues. The Assistant Practice Administrator must have a good knowledge of the CIS benefits in order to explain to employees and answer questions. Perform interviews, process new employee paperwork and hire employees for approved positions. Make recommendations on terminations to the Practice Administrator, the Chief Operating Officer and Human Resource Department and avoid executing termination actions until approval is obtained. Perform or direct team leaders to complete job evaluations on a timely schedule, counsel employees, maintain time records (GPT, special leave and time clock), review and schedule leave request, submit personnel requisitions for vacancies, perform interviews etc. Monitor and assist team leaders with these duties.
5. Communicate equipment needs such as repair, preventative maintenance or request for equipment to the Administrative Services Manager. Also, report relocation or transfers of any property to the Administrative Services Manager. Communicate computer needs (such as request or repair) and network issues to the Chief Information Officer.
6. Manage or direct the inventory of office/medical supplies and review/approve purchase orders. Review and approve printing requisitions and send to Transcription Department. Order CIS pamphlets, brochures or changes in stationary or business cards through the Marketing Director. Review, approve and submit all accounts payable to the Accounting Department.
7. Promote and maintain compliance by assuring proper billing and accounting practices, cooperating with compliance efforts and maintaining a positive attitude toward audits and reviews. Monitor and assure OSHA and Compliance training for new employees and yearly updates. Report OSHA, safety issues or injuries (worker’s compensation) immediately to the Administrative Service Manager. Report known or suspected compliance issues immediately to the Compliance Officer. Assure and document regular BLS (Basic Life Support or CPR) instruction for medical employees. Stay up to date on managed care issues and communicate with the CIS Managed Care Services. Remain current on Medicare/Medicaid CPT and ICD- 10 changes.
8. Maintain compliance with CIS standards such as practice policies and procedures (CIS Personnel Policies Manual), standard CIS form use (forms committee approved), standard CIS chart order sequence, standard medical records policies, medical record archiving policies, and billing and coding policies (Clinic and Hospital Coding Manuals).
9. Collect data as requested from the corporate office by the Director of Business Services, Chief Financial Officer, Chief Information Officer, Compliance Officer, Chief Executive Officer and/or Chief Operating Officer. Prepare monthly KIR (Key Indicator Reports) and participate in financial meetings. Prepare the annual capital budget and operational budgets. Monitor and manage the accounts receivable and collections.
10. Assist in the staffing other clinics and departments when needed.
11. Communicates any problems, concerns, difficulties or proposed significant changes to the Chief Compliance Officer.
12. Performs Project Management functions and other related duties as assigned and serves in whatever other capacity deemed necessary for the successful completion of the mission and goals of CIS and in concordance with its patient philosophy.
STANDARDS OF PERFORMANCE:
1. Keeps work area neat and organized. Reports safety issues to team leader immediately.
2. Works efficiently and manages time wisely. Assist other employees when all duties are complete.
3. Communicates any problems, difficulties or concerns regarding job duties to the Practice Administrator.
4. Performs all duties without significant error occurring with any regularity.
5. Meets all deadlines and timeframes for completion of assignments.
6. Represents CIS in a professional manner at all times. Demonstrates acceptable ability to interact with physicians, staff (“internal customers”) and “external customers” (patients, family members, insurance companies, home health etc.) on a professional level at all times. Exhibits good communication skills with physicians, patients, team leaders, and co-workers at all times.
7. Exhibits whenever possible a harmonious relationship with other CIS employees in order to accomplish the duties and responsibilities of the position. While perfect harmonious relationships with all employees is sometimes not achievable, not more than an occasional complaint should be received by the team leader about the incumbent of this position.
8. The employee shall work and relate cooperatively with all other employees (internal customers) of CIS to assure optimum care for the patients of CIS and to achieve standards of care set forth by the CIS medical staff.
9. Adheres to the CIS Compliance Plan as it pertains to the above specific job duties. Uses best efforts to maintain compliance by following the CIS Corporate Compliance Plan, attending CIS compliance education, following medical documentation guidelines, and communicating concerns regarding compliance issues.
10. Performs accurate and complete documentation in the patient’s medical record, when applicable. This includes documentation in both the paper record and the electronic medical record (EMR).
11. Work with the electronic medical record (EMR) staff to maintain quality and work towards future EMR development.
12. Maintains patient confidentiality according to the HIPAA standards of privacy and security.
QUALIFICATIONS FOR THE POSITION:
1. College degree preferred. High school diploma required.
2. Management experience desired.
3. Knowledge of OSHA, Medicare/Medicaid, managed care and other regulatory agencies preferred.
4. Must have good communication skills.
5. Must be flexible and able to handle multiple tasks.
6. Professional, friendly and gets along well with others.
7. Computer knowledge preferred.
8. Basic cardiac knowledge desired.
9. Basic knowledge of business helpful.
Education
Required- High School or better
