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Practice Administrator

3 months ago

Green Bay, United States BayCare Clinic Full time

Come work where passion, quality, vision, professionalism, and synergy are valued BayCare Clinic's mission is to provide measurably superior specialty medical services to our patients.

BayCare Clinic Eye Specialists is looking for a Practice Administrator to join our team in Green Bay, WI. We're looking for a compassionate, thoughtful candidate who wants to contribute to a positive experience for all our patients. The typical hours for this role are Monday-Friday from 8:00am-5:00pm. No Holidays No Weekends

The Clinic:

BayCare Clinic is a successful, dynamic group comprised of 19 specialties. We are a physician-owned entity with joint ownership in Aurora BayCare Medical Center, a 167-bed hospital located in Green Bay, WI, offering us a built-in referral base. Each of our specialty practices have clinical autonomy and are financially sound.

BayCare Clinic offers part-time and full-time employees a comprehensive benefits package including health, dental, disability and life insurance, as well as flexible spending options. We also offer a 401k retirement plan with a company match, generous PTO, and paid holidays.

The Practice:

We are a team of dedicated Ophthalmologists and Optometrists who exist to meet the ophthalmic needs of the people of Northeastern Wisconsin and the Upper Peninsula of Michigan. BayCare Clinic Eye Specialists offers more specialty services than any other provider in northeastern Wisconsin and we are the largest Ophthalmology practice north of Milwaukee, with five locations in northeastern Wisconsin. We have a highly trained, collaborative team of ophthalmologists, most of whom specialize in one aspect of eye health. We have cornea, glaucoma, retina, pediatric and oculoplastic specialists.

The Team:

The unique skills and talents of each member of our team contributes to our synergy and our overall goal of providing our patients with excellent care. We believe in the power of a positive, collaborative culture, and we strive to provide a supportive and energizing work environment.

Every member of our team has a voice and is trusted to have ownership over their work. To encourage this, we provide regular opportunities for professional development, we seek out feedback and ideas, and we invite participation on a variety of projects.

The Job:
Accountable for overall oversight and management of the department, to include: operational performance, provider efficiency, service excellence and patient experience.Responsible to lead operational improvement efforts through collection, validation and application of data analysis to manage existing resources and optimize revenue.Facilitates management of projects and operations in areas of budgeting, cost management, staffing, DME and inventory control.

  • Coordinates and facilitates all aspects of project management including resource management, setting and maintaining deadlines and milestones, assigning responsibilities, coordinating efforts of departments involved, and managing vendors.
  • Works with Finance department to complete financial analysis of various projects, including outreach development, the impact of potential and existing services or changes in existing services.Such analysis will include profit/loss analysis, CMS and payor reimbursement analysis, volume and reimbursement forecasts.
  • Works closely with corporate office departments to appropriately optimize reimbursement through coding and denial management.
  • Budgeting and planning:
    • Collaborates with operations to develop operational and capital budgets.
    • Assures budget alignment with strategic and practice initiatives.
    • Utilizes forecasting with regard to practice and surgical volumes and expected FTE and supply costs.
  • Facilitates acquisition of capital for the practice including pro forma development and negotiation of costs.
  • Collaborates with corporate office resources regarding operational planning and facility planning.
  • Represents department on various committees and participates in corporate and hospital projects as directed.
  • Works collaboratively to identify problems, develop and implement corrective action plans and facilitate changes to policies and procedures.
  • Monitors and tracks financial and operational performance:
    • Coordinates operational improvements to capture charges, reduce cost, increase quality, service and revenue.
    • Monitors charges and collections as well as denials/denial trends.
    • Oversees expense allocation for supplies, equipment and staff.
    • Recommends staffing models and office flow scheduling/space optimization to maximize provider efficiency and high-quality care based on subspecialty practice needs and practice volumes.
  • Develops and implements long and short-range planning tools for process improvement in areas including staff needs, scheduling, productivity, practice marketing, capital and charge capture.
  • Collects, validates, analyzes and presents data to drive and subsequently evaluate the impact of strategic, marketing and operational initiatives.
  • Responsible for DME inventory management, optimizing reimbursement and monitoring accuracy of documentation and charges. Ensures alignment of revenue with purchase history and determines par levels.
  • Leads evaluation of new products for use/sale in the practice considering cost, vendor claims, reimbursement by payors, expected use/sale, associated costs of implementation.
  • Maintains current knowledge of trends impacting the department and works with vendors to maintain awareness of current/future pricing and potential cost savings opportunities for the department.
  • Responsible for overall management of the department.
  • Effectively organizes and facilitates provider meetings and documents and implements resulting actions
  • Provides direction and oversight of assigned direct reports.
  • Respects and maintains confidentiality.
  • Works in a safe, compliant and ethical manner at all times.
The Requirements:
  • Master's Degree in healthcare management or business required; CPA preferred.
  • Healthcare industry experience preferred.
  • Experience in managing multiple projects and developing financial budgets and forecasts needed.
  • Strong analytical and computer skills.
  • Must have strong presentation skills with ability to clearly communicate information in a group setting.
  • Must have a demonstrated ability to work effectively with all levels of staff, management and administration.
  • Demonstrated ability to develop analyses using varied data sources.
  • Understanding of CPT and HCPS Coding requirements of CMS and commercial payors.