Practice Administrator

Optim Orthopedics is seeking a full time Practice Administrator for the Brunswick & Jesup, GA locations.

Summary

Under the direction of the Chief Operating Officer and/or Director of Operations, the Practice Administrator is responsible for the daily operations of their assigned clinic(s). The Practice Administrator assists administration in providing leadership and direction to their office(s). The Practice Administrator is responsible for managing, directing, coordinating and leading the operating functions and processes of assigned staff and/or departments within their clinic(s). They should collaborate with and assist other department managers regarding all departments and personnel within their assigned location(s).

Essential Duties and Responsibilities

Leads the daily operations of assigned departments and facilities resulting in a quick and effective response and resolution as issues occur.

Coordinates the daily administrative and operational activities of the front desk and assigned departments resulting in efficient administrative support and great patient services.

Supports other organizational leaders as needed to provide location specific leadership and management.

Monitors time clock activities and provides recommendations for overtime.

Collaborates with Operation’s leadership team, in the recruiting, on-boarding process, and training of new hires. Assists with strategies for recruitment and retention.

Provides daily, weekly, and monthly reports to executive leadership.

Assists with disciplinary action of employees, as needed.

Reviews employee performance and job descriptions as scheduled or at least annually.

Assists with management of the call schedule and ensures call assignment coverage in a timely efficient manner.

Regularly assesses office and clinic supply inventory. Completes inventory ordering as indicated.

Monitors expenses of the facility and approval of invoicing for budget purposes.

Motivates staff members to reach their professional goals through coaching and mentoring.

Responsible for maintaining HIPAA compliance within the department.

Promotes staff awareness of operational costs and usage/ waste of supplies.

Selects, assigns, trains and evaluates subordinates and recommends or initiates associated human resources actions resulting in engaged and well-informed employees.

Facilitates, with other management team members, resolution of any administrative problems and keeps lines of communication open, with staff and Executive Leadership to ensure high employee morale and a professional, healthy atmosphere.

Interprets and enforces department and institution policies.

Collaborates with management team in monitoring departmental budget.

Enhances professional growth and development to keep current in the latest trends in Office administration.

Assists with the departmental workflow and procedures.

Maintains area of special assignment and expertise including special projects, implementations or process improvement initiatives.

Other duties as assigned.

Supervisory Responsibilities

Based on assigned location will directly supervises some or all of the following: Front Office Supervisor/ Lead, Front Office Staff and location specific Radiology Techs. Provides support to Medical Assistants and clinical teams. Provides location specific leadership and supervision as needed by the organization.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.

Customer Service - Works well with patients, vendors, and physicians by keeping them informed and promoting a positive image of the company. Exhibits good listening and comprehension; Selects and uses appropriate communication methods. Looks for ways to improve and promote quality patient care.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Teamwork - Accountable to team and departmental goals, works to meet established deliverables, balances team and individual responsibilities, gives and welcomes feedback, puts success of team above own interests. Communicates with team regarding overall patient care including using resources efficiently working toward a positive patient experience.

Organizational Support - Follows policies and procedures, completes administrative tasks correctly and on time; supports organization’s goals and values. Adheres to all the policies and procedures while maintaining patient confidentiality according to HIPAA guidelines.

Dependability - Adheres to the company’s time and attendance policy, is punctual, good attendance record, minimal to no missed punches, works independently with little to no supervision, self-starter, adheres to departmental and companywide time lines, maintains focus.

Productivity - Prioritizes and plans work activities to ensure the completion of daily tasks. Uses time efficiently, plans for additional resources, sets personal goals and objectives to meet departmental goals.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; Keeps abreast of current procedures and/or industry changes that may affect the department and/or patient service.

Leadership - Provides strong leadership, sets a good example, skilled decision maker, motivator, delegator, encourager, committed to finding solutions to problems, work well with difficult people.

Management - Participates in the planning, decision making, process improvement, and facilitation of departmental goals and directives. Responsible for managing the daily activities of all subordinates, provides regular performance feedback, develops subordinates' skills and encourages growth. Fosters quality focus and creates a team spirited atmosphere for subordinates.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Business Acumen - Understands business implications of decisions; demonstrates knowledge of market and competition; aligns work with strategic goals.

Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or general education degree (GED). Bachelor Degree preferred. Two to Five years of customer service experience in a high volume, multi-unit medical practice. Management Experience preferred. Knowledgeable in basic billing functions, basic clinical functions, administrative practices, and operational procedures in a medical setting.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other

employees of the organization. Ability to sort and file materials correctly by alphabetic and numeric systems.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed written or oral instructions.

Computer Skills

To perform this job successfully, an individual should have knowledge of MS Office Suite programs and EMR (Athena) software.

Certificates, Licenses, Registrations

N/A

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision. May be required to travel to one or more satellite locations.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Brunswick, GA 31520 (Required)

Ability to Relocate:

• Brunswick, GA 31520: Relocate before starting work (Required)

Work Location: In person