What are the responsibilities and job description for the Emergency Medicine Practice Administrator position at Summit Medical Group, LLC?

Job Description

Position Description

The Emergency Medicine (EM) Practice Administrator of Aligned Providers Wyoming (APW) will oversee the daily administrative processes and assist with management of APW's emergency medicine providers. Additionally, they will support the leadership of APW for administrative duties. They will also serve as the liaison between APW and Medical Staff Office(s). This role is accountable for providing direct comprehensive administrative and clerical support to leadership and will be an integral part of the team by acting as the main resource and contact in daily operations and activities in the department.

This role requires a proactive, resourceful, and discreet individual who can properly manage confidential information with the utmost professionalism.

Job Type : Exempt, full-time

Location : Semi-hybrid; must reside within 25 miles of Cheyenne, WY

Reporting to : This position will report directly the Director of Administrative Operations, or designee.

Responsibilities

Practice Administration

Oversee the day-to-day activities; assist with scheduling, including shift coverage as needed, and review schedules
Generate monthly schedule breakdowns
Provide support to APW Regional Scheduling Coordinator and site Medical Directors as needed
Reinforce policies and procedures and supervision of physicians and advanced practice providers (APPs)
Manage the provider orientation process, to include education of new staff and working with MSO's to assist with orchestrating hospital specific orientation processes. This may include preparing travel arrangements for providers
Work with payroll to ensure accurate input of hours and efficient deposit of funds semi-monthly
Act as liaison to all third-party vendors
Support with recruitment and credentialing processes with APMSO operations accordingly as needed
Coordinate work schedules to efficiently make appointments and generate in-person and virtual meetings. This will require attendance to record meeting minutes
Monthly data extraction. Collaborate with the leadership team to identify quality initiatives and manage quality metrics, including tracking, reporting, and posting
Prepare provider evaluations. Schedule, prepare and document necessary data for all evaluations, i.e., areas of improvement, action plans, kudos and acknowledgment, YTD metric data
Monitor provider schedules and keep track of additional time worked
Assist with APW apps and platforms, i.e., QGenda, GroupMe, any applicable current platforms used, and future platforms in which may be implemented
Promote effective working relationships with ancillary departments and hospital leadership to help facilitate meeting department goals and objectives
Ability to effectively utilize EMR to review charts for completion, or missing items such as physical examinations, H&P's, provider signatures and co-signatures, etc.
Monitor delinquent charts for submission and coordinate with medical records for timely billing
Maintain close relationships with site department leadership at our client facility(ies)
Promptly forward provider inquiries to the appropriate department(s) and / or contact(s)
Effectively communicate essential information to and from providers and leadership regarding : client updates, HR information, leadership and operations, other information as requested
Other site-specific responsibilities as assigned by the President and / or site administration

Administrative and Clerical

Calendar Management : Effectively manage complex schedules, including appointments, meetings, and travel arrangements

Correspondence : Draft, review, and edit correspondence, including emails, letters, and presentations

Meeting Preparation : Prepare for meetings by gathering necessary materials, scheduling participants, and taking / disseminating detailed minutes

Travel Arrangements : Coordinate domestic and international travel arrangements, including booking flights, accommodations, and ground transportation

Project Management : Assist with various projects and initiatives, including tracking deadlines, coordinating tasks, and providing high level administrative support

Financial Management : Manage expenses, reimbursements, and invoices

Communication : Maintain effective communication with internal and external stakeholders, including board members, executives, and clients

Confidential Information : Handle sensitive and confidential information with the utmost discretion and professionalism

Office Management : Oversee office operations, including managing office supplies, equipment, and vendor relationships

Other duties include :

Using good judgment in assessing the urgency and relevance of problems and matters

Process final documents and arrange for distribution

Ensure smooth operation of APW's office through efficient coordination of procedures and workflows

Other duties as assigned

Education : Associate's degree in Healthcare Administration, Business Administration, or related field. Bachelor's degree highly preferred.

Experience

5 years of related experience in healthcare administration, with a focus on medical practice management

Healthcare industry experience is required

Experience in practice administration and personnel management in a similar environment

Experience with EMR

Knowledge of provider credentialing and enrollment processes

Physician management operations

Proficient with Microsoft applications; Word, PowerPoint, Excel, Outlook, SharePoint

Administrative experience

In-depth knowledge of healthcare regulations, including HIPAA, Stark Law, and Anti-Kickback Statute

Preferred Qualifications / Knowledge & Skills

Self-motivated with the ability to work independently and complete required duties

Exceptionally organized with the ability to manage multiple high priority tasks

Excellent interpersonal and communication skills

Resilient and flexible

Ability to provide consistency in messaging and actions

Ability to actively and purposefully seek out opportunities to listen to providers needs and engage in meaningful and solution-oriented dialogue. A transparent communicator that follows through until issues are resolved

Basic medical knowledge

Strong problem-solving and decision-making skills

Time management

Ability to gain trust of management, peers & staff, and cultivate / maintain effective relations

We Offer

Competitive salary and benefits package

Opportunities for professional growth and development

Supportive and collaborative work environment

This position requires successful completion of a background investigation and drug screening, which are conditions of employment.

Background Investigation : We will verify the information you provided, such as your employment history, education, and references. Depending on the position and local laws, a criminal background check may also be conducted. You are obligated to disclose any information that may be revealed in the background check. Falsification or misrepresentation of information may negatively impact your candidacy.

Drug Screening : You will be required to undergo a drug screening test. A positive test result for illegal substances, refusal to take the test, or tampering with the results may lead to the withdrawal of a job offer or termination of employment.

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