Crouse Medical Practice: Practice Administrator - Crouse Hospital

Why Crouse Medical Practice?

At Crouse Medical Practice, our focus is on improving the lives of our patients. This focus is what drives us to recruit the best employees to support our patients. Our practice fosters an inclusive environment that prioritizes work-life balance, welcoming individuals from all backgrounds to join our close-knit work family.

Come join our work family!!

Here’s what we offer:

• Monday-Friday work week with no mandatory overtime
• Supportive team environment
• Competitive starting rates based on experience
• Annual salary increases
• Opportunities for professional growth & stability within a fast growing Medical Practice
• Longevity and consistency of management
• Perfect attendance award
• Tuition reimbursement program
• Employee referral program
• Affiliation with Crouse Hospital

Other benefits include: Generous Health/Dental/Vision & Life insurance, Flexible spending account or Health savings account – available first of the month following your date of hire, Employee assistance program,15 days of paid time-off within first year of employment, 7 paid holidays annually, and a 401k with 4% employer match

Position Overview:
Responsible for all day to day operations and activities of the Primary Care practice. Plans, develops, organizes, monitors and manages all protocols and activities to improve patient access and care. Ensures efficient utilization of all resources. Provides leadership, supervision and motivation of all staff. Works collaboratively with all staff to assist the patient and facilitate a successful interaction within the practice team. This position reflects and carries forward the mission and goals of the practice both internally and throughout the community.

Responsibilities:

• Greet, receive and handle patients in a courteous, professional manner.
• Promote favorable patient relations while maintaining patient confidentially at all times.
• Develop and conduct programs for enhancing patient relations.
• Coordinate office and hospital activities
  • Analyze and prioritizes daily work duties, evaluating effectiveness and modifying activities as necessary.
  • Coordinate activities of clinical, front office support, surgical scheduling and ancillary services.
  • Assures proper inventory levels of medical and office supplies.
  • Invoice submission and tracking for pro allocation of budget.
  • Ensure accuracy of patient information collected at time of registration.
  • Ensure all revenue and charges are captured and forwarded to billing company.
  • In cooperation with IT department, manages installation and implementation of new technology for physician practice and ensures appropriate use of systems.
  • Work closely with the hospital to ensure proper functions are taking place.
  • Complete reappointment applications, health assessments and credentialing documents as needed. Obtain signatures and submit to hospital and CMP credentialing.
  • Sort through mail and mail CNYSP business mail to designee.
  • Field CNYSP phone calls, take message and get information to designee.
  • Create and maintain the call and consult schedule to be typed up and emailed accordingly.
  • Track appointment data to determine no show rate, distance for scheduling out, etc.
  • Manage radiology and surgical cases to ensure there is no backlog.
  • Watch OR block time utilization to ensure the max time is being filled and/or releasing time if a provider is unable to use it.
• Provide for adequate office staff
  • Prepare and manage position descriptions for each position in cooperation with Human Resources.
  • Assist in recruiting, interviewing, hiring, retaining and terminating staff.
  • Maintain and manage master schedule of staff across the office.
  • Analyze and forecast staffing needs. Recommend changes to staff levels as required to maintain, enhance and improve patient flow and provider productivity.
  • Coordinate oversight of new staff orientation, training, and proficiency program(s) in cooperation with Human Resources.
  • Conduct annual performance evaluations and monitor quality of work of staff.
  • Train new staff to an adequate level that allows them to keep up with the demands of their position.
  • Take steps in resolving conflicts when they arise.
  • Track time and attendance of staff; to include timecard approvals; PTO approvals and processing of FMLA/PFL time as communication by Human Resources.
  • Track physician paid time off.
  • Track provider continuing medical education.
  • Maintain time sheets for the providers working at Oswego Health and submit accordingly for processing.
  • Track SNF hours for required provider and submit to Finance on a monthly basis.
  • Monitor relative value units (RVUs) to ensure the budget is being used to its fullest capacity.
  • Review WRVUs with physicians and Executive Director to determine provider bonus eligibility as outlined in the physician employment contracts.
  • Maintain workers compensation portals to ensure all providers stay active.
  • Obtain physician signatures as needed for CNYSP financials.
  • Physician liaison, to include, executive duties, meeting scheduling, conflict resolution, 24 hour IT support and personal secretary.
• Retaining quality of work
  • Implementing a level of understanding with staff training, education, policy and procedure information.
  • Tracking of productivity/work flow of both in-practice and work from home staff.
  • Setting up monthly meetings with staff, physicians and APPs.
  • Implement new workflow to provide the best care.
  • Manage provider templates and provider master schedule; to include, creating templates when providers onboard, extend schedules and/or make changes to templates when needed.
  • Cover areas within the department when needed.
  • Track phone system to ensure we are answering in a timely manner.
• Maintain the quality of patient care
  • Coordinate patient flow and scheduling, minimizing patient waiting time and ensuring efficient flow of patients in order to maximize provider productivity and effective patient care.
  • Help resolve patient billing issues.
  • Discharge patients professionally when needed.
  • Manage and resolve patient complaints.
  • Determines and updates operating procedures for office procedure manual.
  • Promote participation from staff on operational and quality issues.
  • Assures adherence to OSHA requirements at all times.
  • Works with the Director of Clinical Operations and Executive Director to ensure proper implementation and successful attestation of several incentive programs to include but not limited to: Physician Quality Reporting System (PQRS), Meaningful Use (MU), and Transition of Care Management (TCM).
  • Ensures the delivery of the Patient Centered Medical Home Standards through a care team approach.
• Perform other group-related projects and duties, as necessary
  • Participate with senior management in strategic, operational, fiscal and long term planning.
  • Assist in development of annual budget and manages the practice within the established budget.
  • Assist in development and implementation of business plans as approved by the Crouse Medical Practice Advisory Committee and its Executive Director.
  • Manage good faith estimate (GFE) costs per procedure are completed.
  • Delinquent dictation point of contact for the hospital
  • Completes open superbill list.
• Supports customer satisfaction and business activities of company by performing full spectrum of billing and collection related activities. Uses full spectrum of Protected Health Information (PHI) as necessary to accomplish billing and collection activities. Discloses PHI as necessary according to company policy.
• Ensures compliance with all regulatory agencies governing healthcare delivery and the rules of accrediting bodies. Attends company sponsored training sessions on Compliance, HIPAA, and OSHA as required.
• Patient Care Environment: Demonstrates appropriate knowledge and expectations related to emergency procedures to implement in the event of the medical emergency, violence, fire, disaster or severe weather.
• This individual is expected to assist in meeting the goals set forth by the Executive Director. This will include other duties as assigned by members of the management staff.

Qualifications:
To perform this job successfully, this individual must understand and work well in a production-driven environment, meeting established benchmarks. This individual must understand and work well in a fast-paced and often times stressful environment. The Practice Administrator must demonstrate concern and empathy, providing personal patient care while acknowledging physiological and psychological needs. To be successful, a Practice Administrator must have the ability to work well with others in a team environment and display sound judgment while taking appropriate actions regarding questionable findings or concerns. 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.

• Required Qualifications:
  • Associates Degree in Health Care Science, Business Administration or equivalent.
  • Current Basic Life Support Certification.
  • Minimum of 5 years’ experience in ambulatory/clinic setting.
  • Minimum of 5 years’ supervisory experience.
  • Demonstrated experience with systems, process and work flow.
  • Proven excellent interpersonal and communication skills.
• Desirable Qualifications:
  • Current NYS Licensure as a Registered Nurse or Licensed Practical Nurse.
  • Bachelor’s degree in Nursing, Health Care Science, Business Administrator or equivalent.
  • Demonstrated competence interpersonal and intra professional relations.
  • Demonstrated competence in acute care patient management/organization.
  • Demonstrated commitment to collaboration with physician to individualize and enhance patient care.
  • Experience in a physician office.

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