Practice Site Administrator - Willingboro

ENT and Allergy Associates, LLP and Quality Medical Management Services USA, LLC is seeking a self-motivated, people-friendly full time Practice Site Administrator for our Willingboro office.

The overall purpose of this position is to manage all the day-to-day responsibilities of a large office, where the staff size is greater than five people. Such responsibilities include but are not limited to the following:

• Responsible for directly or indirectly of the recruitment, training, evaluation, scheduling and supervision of all personnel.
• Responsible for IFOD procedures (EMR offices), must know this policy and procedure and act quickly when the computers go down.
• Responsible for training all employees on how to use the IFOD functions (Icon/USB).
• Responsible to ensure all staff understands and knows how to use Phreesia.
• Educates staff regarding job requirements and expectations.
• Works with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages.
• Documents personnel problems in employee records.
• Counsels staff when necessary.
• Most important, make sure that the office waiting room, exam rooms, kitchen, file rooms, etc are neat and tidy at all times.
• Throughout the day assists with answering the phones, assisting with patient complaints or concerns, covers for other staff members when they are out sick.
• Reviews ALL physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient is followed.
• Reviews and creates daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc.
• If the office is on the PRRC, the PSA is responsible for auditing schedules.
• Must review ALL work log tasks on a daily basis. This is extremely important to make this part of your every day routine in Next Gen, this will be included in your annual review.
• Order and maintain accurate levels of all office supplies and forms. Establish relationships when necessary with vendors and suppliers. Must train staff on E-Requestor, the new purchasing software.
• Operate the office under specified budget constraints, prepare and approve invoices to be paid, follows appropriate policy and procedure.
• Must ensure Petty Cash is reconciled on a daily basis, along with the change draw if the office has one.
• Responsible for Old A/R if transition is involved, responsible for reconciling old A/R, and preparing old EOB/Monies for the corporate office. (if biller on staff, this is N/A).
• Deposits are to be made daily, creating a mail payment journal, attaching the appropriate documentation.
• All offices must run KEPT reports to ensure all charges from that day are accounted for.
• PSA's must run KEPT reports, and drop charges daily, and run Encounters with No Charges weekly, the encounters with no charges will allow you to catch charges that were accidently "missed".
• PSA's are responsible to run claim edits after their charges have been dropped. This scrubs the errors, and allows the PSA to task the physician for information that is needed in order to send the claim to the insurance carrier.
• Keep accurate Payment Journal & Account Payable logs in your Policy & Procedure book.
• Precertify and schedule surgeries, tally monthly surgery totals, referrals & assists. Post daily Surgical Charges (N/A if office has a surgical coordinator).
• Work directly with doctors in communicating office schedules health insurance issues, medical fees and follows up on patient information.
• Ensure that proper codes are used for various procedures and EM visits. In conjunction with the Billing Director, ensures all physicians and staff are appropriately educated regarding billing processes relayed to them, including documentation guidelines and appropriate billing and coding of services.
• Posts ALL hospital consults and ER visits each month for the physicians.
• Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies and procedures, insurance info, memos, etc.
• Handles all Medical Record Requests, or coordinates this responsibility with the file coordinator. Ensures all CBO Billing requests are sent back with the appropriate information, and in a timely fashion.
• Ensures that the Facility Checklist is maintained throughout the year (i.e carpet cleaning, waxing exam room floors, etc.)
• Will learn and help train all employees on the new EMR (Electronic Medical Records).

Personal Attributes

• Can handle a multitude of tasks simultaneously
• Able to deal effectively with employees
• Willing to train personnel
• Usually first to arrive in the office

We offer a superior benefits package, including excellent medical and dental coverage.

Please note: ENT and Allergy Associates, LLP and Quality Medical Management Services USA, LLC is an E-Verify employer.

About ENT and Allergy Associated, LLP (ENTA)

ENT and Allergy Associates, LLP is the largest and most comprehensive ear, nose, throat, allergy and audiology practice in the nation with 64 offices and over 300 clinicians. Each ENT and Allergy Associates clinical location provides access to a full complement of services, including General Adult and Pediatric ENT, Voice and Swallowing, Facial Plastics and Reconstructive Surgery, Disorders of the Inner Ear and Dizziness, Asthma, Clinical Immunology, Diagnostic Audiology, Hearing Aid dispensing, Sleep and CT Services. ENTA has a clinical alliance with The Mount Sinai Hospital for the treatment of diseases of the head and neck and esophageal cancer and a partnership with the American Cancer Society to educate and treat patients with smoking disorders and cancer. The Practice has also expanded its clinical capabilities to include advanced Immunodeficiency trials.

About Quality Medical Management Services USA, LLC (QMMS USA)

Backed by over 25 years of experience, Quality Medical Management Services USA offers healthcare consultancy services in the area of medical staff operations, practice management, ancillary service revenue enhancement, compliance, records management, and business applications. QMMS USA provides a seasoned team to offer leading edge healthcare business management. QMMS USA implements best practices throughout to ensure success.

To learn more about Quality Medical Management Services USA, please visit: www.qmmsusa.com

To learn more about the benefits of ENT and Allergy Associates, or to conveniently find an ENT doctor or Allergy Doctor and then easily book an appointment at the nearest New York or New Jersey location, please visit: www.entandallergy.com or contact us at:

ENT and Allergy Associates, LLP
660 White Plains Road, Suite 400
Tarrytown, NY 10591
Tel: (914) 333-5800
Fax: (914) 333-2540

Salary : $58,000 - $58,565