Practice Administrator Associate

4 weeks ago

Kingston, New York, United States The Institute for Family Health Full time

Job Summary

The Associate Practice Administrator is a key member of our team at The Institute for Family Health, responsible for ensuring the smooth operation of our medical practices. This role requires strong leadership and problem-solving skills, as well as the ability to work effectively with our staff and patients.

Key Responsibilities

  • Supervise and evaluate Lead Patient Service Representatives (PSRs) to ensure they are meeting performance expectations.
  • Act as a resource for PSRs and support staff, providing guidance and support to resolve operational problems and questions.
  • Oversee and resolve problems related to practice systems, including appointments, registration, referrals, medical records, staff/patient relations, and billing.
  • Monitor PSRs' schedules, resolve conflicts, and ensure adequate staffing coverage of administrative areas.
  • Investigate and resolve patient billing problems, process sliding-fee scale requests, and reconcile petty cash and office cash collections.
  • Process bi-weekly time cards for practice staff, monitor and order administrative supplies, and develop provider schedules.
  • Review schedules proactively to identify problems and consult with supervisors as needed.
  • Prepare statistics on practice operations as needed and obtain tokens for patient reimbursement.
  • Provide monthly appointment availability reports to site management teams and perform Patient Service Representative functions as required.
  • Assist senior-level administration with special projects and share responsibility with site management teams in overseeing day-to-day operations.
  • Demonstrate knowledge and skills necessary to provide care based on physical, psychosocial, educational, safety, and related criteria, appropriate to the age of patients in the assigned area.
  • Coordinate training of new employees, perform Epic system audits, and assist in developing plans of correction for operating systems related to registration, scheduling, scanning, and referrals.
  • Prepare reports related to Epic system operations, work queues, charges, registration, and insurance-related issues.
  • Point person for equipment and mechanical problems in suites, following up on corrections.

Organizational/Managerial

  • Anticipate and respond to regulatory agencies and surveys performed.
  • Ensure consistent performance adherence to all applicable policies and procedures.
  • Complete required evaluations of PSR staff.

Education/Professional Development

  • Comply with IFH required online trainings.
  • Comply with regulatory employee health requirements.
  • Requires a minimum of 1 supervision session each week (conducted by Senior Practice Administrator or Director mentor).

Communication/Relationships

  • Effectively communicate with all affiliated Hospital departments and personnel, as well as to other affiliated organizations (such as managed care organizations).
  • Attend management meetings.
  • Display courtesy, tact, and patience during interactions with all members of the staff and extended community.
  • Demonstrate a professional, courteous, and respectful attitude in dealing with patients, families, and significant others.

Qualifications

  • High School Diploma REQUIRED.
  • Bachelor's Degree PREFERRED.
  • A minimum of 1 year of Lead Patient Services Representative experience or 3 years of Institute for Family Health experience or Bachelor's degree in healthcare or business-related field REQUIRED.
  • Must have basic computer and internet navigational skills.
  • Must be familiar with Microsoft applications (Windows, Word, Excel, Outlook).
  • Must have experience with electronic health records (EHR) technology.
  • Strong leadership, problem-solving, and decision skills REQUIRED.
  • Knowledge of Joint Commission on the Accreditation of Healthcare Organizations (JCAHO) and Article 28 Regulatory regulations PREFERRED.

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