Interim Practice Administrator

Redwood Orthopaedic Surgery Associates; Santa Rosa (CA); On-site; USD 110,000 - 140,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Continuing education credits

Health insurance

Paid time off

Vision insurance

Job summary

Redwood Orthopaedic Surgery Associates in Santa Rosa, CA seeks an experienced Practice Administrator for an interim, full-time, on-site role. You will serve as the primary administrative leader, partnering with physician ownership to steer operations and growth.

You will oversee policy development, staffing, credentialing, revenue cycle, compliance, and performance reporting, ensuring efficient front-office and clinical support while delivering exceptional patient service.

Qualifications

• 5+ years of progressive healthcare practice management experience.
• Experience managing or overseeing a physician practice, preferably orthopedic or surgical.
• Demonstrated leadership and employee management experience.
• Strong understanding of medical practice operations and revenue cycle processes.

Responsibilities

• Serve as the primary administrative leader, partnering with physician ownership on operations and direction.
• Develop and implement policies, procedures, workflows, and goals to improve efficiency.
• Coordinate credentialing, enrollment, staffing, budgeting, scheduling, and billing oversight.
• Monitor performance, identify growth opportunities, and report to ownership.
• Ensure HIPAA/regulatory compliance and effective vendor management.

Skills

Leadership

Strategic planning

Communication

Regulatory compliance

Financial analysis

Education

Bachelor's degree in Healthcare Administration or related field

Tools

EPIC EMR

Practice management software

Job description

We are seeking an experienced Practice Administrator for an interim, full-time, on-site position with an established physician-owned orthopedic surgery practice.

The Administrator will serve as the primary administrative leader, working directly with physician ownership and alongside a Clinical Manager and dedicated Bookkeeper. This role oversees the business and administrative operations of the practice, with a focus on operational efficiency, financial performance, employee leadership, provider support, compliance, and continued growth.

Key Responsibilities

Practice Leadership & Operations

• Serve as the primary administrative leader and partner with physician ownership on practice operations and strategic direction.
• Develop and implement policies, procedures, workflows, and operational goals.
• Establish accountability and performance expectations for department leaders and staff.
• Identify operational challenges and implement practical solutions to improve efficiency, communication, and patient service.
• Coordinate effectively across clinical operations, front office, scheduling, surgery scheduling, authorizations, billing/revenue cycle, and administrative functions.
• Serve as an escalation point for significant operational, employee, patient, and business concerns.
• Monitor practice performance and identify opportunities for growth, cost savings, and improved profitability.

Physician Support & Provider Recruitment

• Work closely with physician partners, associate physicians, nurse practitioners, and physician assistants to support their operational needs.
• Ensure providers have appropriate administrative resources, staffing, technology, and support.
• Assist physician ownership with provider recruitment and expansion planning.
• Coordinate the administrative onboarding and integration of new physicians and advanced practice providers.
• Establish and maintain provider onboarding and credentialing processes.
• Work closely with the contracted credentialing and enrollment specialist to ensure provider contracting, credentialing, enrollment, and recredentialing are completed accurately and timely.
• Serve as the primary internal point of contact for the contracted specialist and providers regarding credentialing and enrollment needs.
• Ensure required provider information and documentation are provided to the contracted specialist in a timely manner.
• Monitor the overall status of credentialing, enrollment, licensing, and recredentialing to identify delays or outstanding items.
• Ensure provider information is accurately updated across the EHR, billing, scheduling, payer systems, directories, and other applicable platforms.
• Assist with resolving credentialing or enrollment issues and coordinate with payers, providers, and the contracted specialist as needed.
• Work with physician ownership and the Bookkeeper to monitor the practice budget and financial performance.
• Review financial statements, revenue, expenses, accounts receivable, and key performance indicators.
• Monitor profitability and identify opportunities to improve financial performance and control costs.
• Review major expenditures, vendor contracts, capital purchases, and significant financial commitments.
• Work with the billing/revenue cycle team to monitor collections, denials, accounts receivable, payer performance, and other revenue cycle metrics.
• Provide regular financial and operational reporting to physician ownership.

A dedicated Bookkeeper manages routine financial functions including bill payment, payroll, invoice management, reconciliations, and bookkeeping. The Administrator provides oversight and accountability rather than performing routine bookkeeping.

Human Resources & Employee Leadership

• Oversee recruitment, hiring, onboarding, performance management, employee development, and retention.
• Work with department leaders to identify staffing needs and develop appropriate staffing plans.
• Maintain job descriptions, employment policies, and procedures.
• Provide guidance regarding employee coaching, corrective action, performance concerns, and documentation.
• Address workplace concerns in a timely, consistent, and professional manner.
• Promote a respectful, collaborative, and accountable workplace culture.
• Partner with physician ownership on significant personnel matters.

Clinical & Administrative Partnership

• Work closely with the Clinical Manager, who oversees day-to-day clinical operations, clinical staffing, patient flow, and clinical workflows.
• Provide administrative support, resources, and oversight to facilitate efficient clinical operations.
• Partner with the Clinical Manager on staffing, workflow improvements, organizational changes, and significant operational issues.
• Ensure effective communication between clinical leadership, administrative leadership, and physician ownership.

Compliance, Technology & Vendors

• Maintain administrative oversight of HIPAA, OSHA, employment, Medicare/Medi-Cal, and other applicable regulatory requirements.
• Coordinate compliance training, documentation, policies, and required organizational licenses and registrations.
• Manage key vendor and service-provider relationships and review contracts and pricing.
• Oversee technology and software systems, including EHR and practice management systems.
• Evaluate technology and process improvements based on efficiency, cost, and return on investment.
• Oversee facility needs, major equipment purchases, maintenance, and vendor performance.

Qualifications

Required:

• 5+ years of progressive healthcare practice management or medical administration experience.
• Experience managing or overseeing a physician practice, preferably a specialty or surgical practice.
• Demonstrated leadership and employee management experience.
• Strong understanding of medical practice operations and revenue cycle processes.
• Strong financial, analytical, organizational, and problem‑solving skills.
• Experience working directly with physicians or physician owners.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast‑paced healthcare environment.
• Strong understanding of HIPAA and healthcare regulatory requirements.
• Proficiency with Microsoft Office and EPIC EMR, practice management systems.

Preferred:

• Bachelor's degree in healthcare administration, business administration, finance, or related field.
• Orthopedic, surgical, or specialty practice management experience.
• Experience with provider recruitment, onboarding, credentialing, and payer enrollment.
• Familiarity with CAQH, NPI, Medicare/Medi‑Cal, commercial payer credentialing, and recredentialing.
• Experience with budgeting, financial analysis, payer contracts, or managed care.
• Experience with EHR implementation or optimization.

Position: Practice Administrator - Interim

Schedule: Full-time, Monday-Friday

Location: On-site

Compensation: Competitive and commensurate with experience

• 401(k)
• 401(k) matching
• Continuing education credits
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Human resources: 2 years (Preferred)
• Management: 2 years (Preferred)

Location:

• Santa Rosa, CA 95403 (Preferred)

Ability to Commute:

• Santa Rosa, CA 95403 (Required)

Ability to Relocate:

• Santa Rosa, CA 95403: Relocate before starting work (Required)