Job Title: Practice Administrator (PA)
Reports to: Practice Administrator Manager
FLSA Status: Non-Exempt
Integrative Emergency Services, LLC (“IES”) is dedicated to cultivating best practices in emergency care, providing comprehensive acute care services, creating value, and supporting patients, employees, clients, Providers, and physicians in pursuit of the highest quality health care.
Provides comprehensive operational support to Medical Directors and Administrative Staff. Plans and coordinates schedules, budgets, and administrative tasks on-site at hospital partner location. Responsible for ensuring policies and procedures are followed in support of Emergency Department protocols.
Essential Duties and Responsibilities
Establish and maintain strong relations with Medical Directors, Administration, Managers, and Providers, nursing, hospital, PA and other IES personnel.
Ensure timely completion of fair and adequate Provider schedules. Import schedules into databases and release to Providers. Maintain the monthly Provider schedules to assure all shifts are covered and schedules are up-to-date in all databases at all times. Resolve call outs in a timely manner.
Provide input into issues of staffing and productivity. Provide education to Providers regarding scheduling policies.
Finalize all schedules and submit accurate payroll data by specified due dates and timelines.
Coordinate with IES payroll department and assist in analysis regarding payroll discrepancies or issues when requested.
Provide administrative support to the department to include the Medical Directors, Providers and support staff. Assist leadership team with support on operational issues. Communicate day-to-day operational issues with Directors, Administration, Managers and leadership.
Provide support for key hospital personnel in nursing, Management Services Organizations and C-Suite.
Schedule and coordinate meetings, agendas, minutes, and calendars. Answer and screen Provider calls. Participate in and organize quality sessions and LEAN forums. Coordinate AIDET rounds. Schedule and track leadership rounding. Coordinate visits/training with vendors/visitors.
Identify operational/training needs to improve Emergency Department customer service. Ensure client satisfaction regarding contracts, problem resolution and site operations. Facilitate and promote communication and relationships among clients, Providers and IES.
Implement and maintain employee records (e.g. CVs, contracts, QSPs (Qualified Service Performance), credentials, complaints, compliments, and quality).
Maintain monthly clinical dashboard and Operations dashboard as needed for operational meetings.
Liaison to all Emergency Department Providers to facilitate communication and provide support. Facilitate connections with appropriate personnel for further assistance when required.
Run reports as assigned. Track and trend important data points. Monitor and report appropriate metrics to include QSP, bounce backs, complaints, pneumonias, asthmas, SEPSIS, etc. Prepare monthly quality reports.
Assist with development and execution of operational strategies and planning activities. Provide input and adhere to all processes.
Provide financial feedback in regards to breakeven points for projects, budgeting and proposals to insure site remains within budget.
Assist Recruiting Department with coordination of interviews and travel schedules as needed. Maintain communication with credentialing, enrollment and payroll.
Consult with manageme nt and review project proposals to determine goals, time frame, funding limitations and procedures for accomplishing project, staffing requirements and allotment of resources.
Ensure new hires are oriented, trained and new hire checklist is completed. Coordinate training/educational courses to include shadow/orientation shifts.
Schedule and prepare Provider evaluations.
Organize educational events.
Assist in and maintain compliance with Strat Plan objectives.
Assist with writing Standard Operating Procedures (SOPs).
Perform other duties as assigned.
Education and Experience: The requirements listed below are representative of the knowledge, skill, and/or ability required.
High school diploma or GED
Minimum 2 years’ medical office management experience
Bachelor’s degree preferred
6 months’ scheduling experience
Expertise with Microsoft Office Suite and other desktop systems
Essential 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.
Effective oral, written and interpersonal communication skills
Strong organizational skills
Customer service orientation
Demonstrated skills in the successful completion of multiple, simultaneous and rapidly emergent tasks
Ability to establish and maintain positive working relationships with management, business units, vendors, suppliers and customers
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
Ability to read, write and speak English proficiently
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.
Specific vision requirements include the ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus
While performing the duties of this job, the employee is regularly required to talk and hear
Frequently required to stand, walk long distances, sit, use hands to feel, and reach with hands and arms
Possess the ability to fulfill any office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer based work, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
Occasionally lift and/or move up to 20-25 pounds
Fine hand manipulation (keyboarding)
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Hospital office environment
The noise level in the work environment is usually low
Travel to Dallas corporate office is required for local PAs and on an as-needed basis for non-local PAs
May be required to travel to multiple local hospitals and occasional offsite educational events and/or training.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.