What are the responsibilities and job description for the Practice Administrator position at Children's Rehabilitation Institute TeletonUSA?
SUMMARY OF RESPONSIBILITIES:
- Serve as a leader and build staff to ensure coordination and integration of care across the Patient Services, Therapy and Clinical departments and other departments within CRIT. Work closely with the Manager of Rehabilitation.
- Provide oversight and management of all functions and processes for the patient services department including, but not limited to, the front desk, scheduling, billing, credentialing and medical assistant.
- Supervise, manage and evaluate team members as assigned.
- Ensure compliance with regulatory requirements.
- Carry out departmental functions and participate in professional meetings and events as assigned.
- Implement policies, procedures, and regulations of CRIT.
- Model professional standards, including customer service, collaboration, communication, excellence and technical skills.
- Approach conflict proactively.
- Solicit and share feedback openly.
- Listen with empathy and maintain composure.
- Exhibit initiative: self-directs with a strong tendency for action.
- Plan and establish goals and objectives for self and for managing employees.
- Manage day-to-day elements of the budget and assist in compiling data to prepare annual budgets.
- Identify, recommend and implement ways to improve services and/or job area efficiency.
- Responsible for input to and application of job area policies.
- Communicate with direct reports, and collaborates with other supervisors, and managers.
- Prepare reports as identified.
- Communicate identified problems, recommended solutions, and maintain ongoing discussion with leadership.
- Assist in managing challenges and facilitate the team toward desired purpose.
- Maintain operational efficiency of patient flow and assume responsibility for planning and communicating both internally with the medical area and externally with patients/families as well as other entities.
- Implement efficient and accurate processes for caseload management in regards to departmental capacity, productivity, authorizations and third party payments.
- Provide reports and analytical information to the Chief Operating Officer and Chief Medical Officer in order to assist in the decision making of the organization in regards to efficiency, productivity and growth of the organization.
- Promote a culture that fosters the full inclusion into society for persons with disabilities.
- Treat visitors, patients, families and Team Members with a warm and caring attitude.
- Ensure that team members provide an excellent service to patients, family members and Team Members.
- Ensure the coordination of patient’s appointments and scheduling to increase & maintain optimal medical area staff productivity and patient satisfaction.
- Understand common procedures in pediatric rehabilitation setting and the use of medical terminologies.
- Actively participate in and complies with all aspects of CRIT’s compliance program.
- Oversee the daily operations of the facilities department, ensuring efficient maintenance, safety, and functionality of all buildings and grounds.
- Develop and implement facilities management policies and procedures to ensure compliance with safety regulations and industry standards.
- Manage budgets for the facilities department, including forecasting expenses, tracking costs, and ensuring all expenditures align with financial goals.
- Coordinate with external vendors and service providers to maintain and improve the facility’s infrastructure and systems.
- Lead a team of facilities staff, providing guidance, training, and performance evaluations to enhance productivity and job satisfaction.
- Ensure timely responses to maintenance requests and oversee preventive maintenance schedules to minimize downtime and disruption.
- Collaborate with other departments to plan and execute facility improvements, space utilization, and capital projects.
- Analyze and report on facilities performance metrics to identify areas for improvement and implement strategies to enhance operational efficiency.
- Ensure compliance with environmental, health, and safety regulations, maintaining a safe and secure environment for employees and visitors.
- Oversee the implementation of energy conservation and sustainability initiatives to reduce the environmental impact of facility operations.
ESSENTIAL FUNCTIONS:
- Ensure optimal performance of center through proper management and communication with all CRIT team members.
- Lead, manage and support the Patient Services Supervisors and the Patient Services team members.
- Maintain accountability and oversight of the full revenue cycle, authorizations, billing, claims, aging accounts and accounts receivable.
- Maintain accurate internal and external medical records and patient’s account information.
- Maintain accountability and oversight of insurance credentialing requirements for all team members; including, but not limited to, supervising credentialing team, ensuring credentialing is accurate and up-to-date with all payors and ensuring CAQH accounts are accurate and attested.
- Disseminate the organizational culture of CRIT-USA with families as well as all Team Members.
- Supervise the billing team in various duties, such as account management, communications with insurance providers, collections, cash posting, contract analysis and billing.
- Compile and prepare various status reports to include, but not limited to, accounts receivable, aging accounts, unapplied credits, open encounters, cancellations and scheduling in order to analyze trends.
- Monitor gross charges to determine the potential need for annual fees updates with annual reports to COO.
- Monitor volume for charge and collections posting on a monthly basis to confirm that the outsourced billing company is managing the patient encounter caseload.
- Manage staff performance by providing regular feedback, performance reviews, and billing statements.
- Responsible for completing and following up on quality and satisfaction patient surveys.
- Ensure coverage is coordinated within the Patient Services department.
- Attend meetings and maintains effective communication with all areas of the center.
- Assist families with any complaints and/or suggestions.
- Direct supervision and training of Patient Services Supervisors and Patient Services team members in order to foster team work and fundamental leadership skills within the department
- Comply with HIPAA, HITRUST, CRIT’s compliance program and PCI regulations as this position has access to protected health information as well as financial records in order to conduct job duties.
- Maintain facility provider’s credentialing and adjust scheduling according to credential status.
- Track and ensure provider’s license renewals in timely manner.
JOB SPECIFICATIONS:
A. KNOWLEDGE/SKILLS/EXPERIENCE:
- Must be able to tactfully handle Human Relations obstacles.
- Excellent time management skills and ability to multi task and prioritize work.
- Attention to detail and problem solving skills.
- Strong organizational and planning skills.
- Proficiency in MS Office.
- Functions with minimal direct supervision.
- Demonstrates skill in use of personal computers, various programs and applications required to completely execute job functions.
- Excellent computer skills, including experience with electronic health record (EHR) systems, Microsoft Outlook, messaging service.
- Working knowledge of regulatory requirements pertaining to health care operations.
- Experience with the physician credentialing process is preferred.
- Must be dependable and conduct themselves in a professional manner.
- Demonstrates ability to establish and maintain effective internal and external working relationships.
- Must have strong financial management knowledge and experience.
- Must be an effective communicator with strong oral, written and presentation skills.
- Group Leadership.
- Decision making.
- Empathy.
- Objectivity.
B. EDUCATION/CERTIFICATIONS:
- Bachelor’s Degree in Business, Healthcare Administration or equivalent and minimum of five (3) years of medical office experience.
- Master’s Degree in Healthcare Administration or equivalent.
C. GENERAL INFORMATION
- Bilingual in Spanish required
CRIT job description does not list all the duties of the job. You may be asked by your supervisors or managers to perform other duties. You will be evaluated through the CRIT performance evaluation system and part of that evaluation will be based upon your performance of the tasks listed in the CRIT job description.