Regional Practice Administrator

HealthTexas Primary Care Doctors; San Antonio (TX); On-site; USD 95,000 - 160,000; Full time

Job summary

HealthTexas Medical Group is seeking a Regional Practice Administrator to oversee the implementation of policies and programs across multiple clinics. The role ensures consistent, efficient, and cost-effective operations while supporting the growth and success of HealthTexas in alignment with our mission and values.

The administrator leads across operational and administrative functions, partners with the Practice Director and VP of Operations, and drives performance through data-driven

Qualifications

• Bachelor’s degree in business or health care required or equivalent.
• Masters degree preferred in HealthCare or related field.
• 7–10 years of management experience in a large medical group or health care setting.

Responsibilities

• Oversee operations of multiple clinics or a regional group.
• Implement policies, procedures, and programs across clinics.
• Ensure clinics operate in a cost-efficient, professional environment.
• Manage and supervise operational and administrative functions for multiple sites.
• Provide multi-site operational leadership and financial management.
• Lead strategic planning with Practice Director and VP of Operations.
• Develop and monitor business plans and budgets for assigned sites.
• Educate and mentor Practice Managers and ensure staff development.

Skills

Organizational skills

Leadership

Time management

Analytical skills

Customer service

Communication skills

Budget management

EMR knowledge

Education

Bachelor’s in business/health care

Master’s in health care

Tools

EMR systems

Microsoft Office

Job description

The Regional Practice Administrator assumes overall responsibility of the implementation of company policies, procedures and programs and for maintaining staff and systems in an efficient professional and cost effective practice environment. The Regional Practice Administrator manages and supervises the operational and administrative functions, activities, and projects for multiple clinics ensuring consistency and efficiency across the region. The Regional Practice Administrator plays a key role in the growth and success of the organization at a regional level. In addition, you will be responsible for contributing to the growth and success of HealthTexas while upholding our Mission, Vision and Values.

Culture and Values Expectations

At HealthTexas, we believe that our workplace culture is the cornerstone of our success. We are committed to fostering an inclusive, collaborative, and innovative environment where every Associate feels valued, empowered and motivated to reach their full potential. Our culture is the driving force behind our mission “to deliver quality and compassionate care with outstanding service, every patient, every time”. As a (Job Title) at HealthTexas we expect you to embody and promote our Values and defined behavioral expectations.

• Integrity: Do the right thing, the right way, every time.
• Be honest and uphold commitments and responsibilities, earn the trust and respect of the team and those we serve, and maintain privacy and confidentiality.
• Compassion: Treat everyone with respect and dignity.
• Foster an environment of inclusivity and well-being, practice patience and empathy, and assume positive intent.
• Synergy: Collaborate to improve outcomes.
• Invite and explore new opportunities, promote effective communication and teamwork, take pride in yourself, your work and HealthTexas.
• Stewardship: Use resources responsibly and efficiently.
• Implement effective strategies to attain goals, achieve maximum productivity and results, and seek continuous knowledge and improvement.

Job Responsibilities

• Overseeing the operations of multiple clinics or a region of clinics.
• Implementing policies, procedures, and programs across multiple clinics.
• Ensuring that all clinics in the region maintain efficient, professional, and cost-effective practices.
• Managing and supervising operational and administrative functions for multiple clinics.
• Responsible for providing multi-site operational leadership and financial management
• Responsible for strategic planning in conjunction with Practice Director and VP or Operations
• Prepares and implements business plans in conjunction with Practice Director and VP or Operations
• Develops and maintains administrative infrastructure for efficient and financially sound operations
• Responsible for cascading communication from Operations to assigned sites
• Ensures all communication is received by Clinic Associates and providers
• Ensure the maximization of provider productivity
• Serves as a liaison working with Practice Manager and Associates
• Meets with providers as needed
• Addresses provider concerns at a higher level
• Assists with the onboarding process of new providers
• Developing and executing action plans
• Use data to determine where opportunities exist
• In partnership with Human Resource, establishes selection process and criteria, guides Practice Managers on preparing PCNs and other actions needed to drive associate performance
• Responsible for creating an engaged workforce at assigned sites
• Actively educate and mentor Practice Managers and Lead CMA’s
• Involved with the Practice Director on conducting competency assessments
• Ensure training needs are being met. Developing materials in conjunction with Practice Director
• Develops and monitors clinic budgets
• Oversee procurement activities
• Oversee equipment requests
• Ensure processes exists for all needs and resources
• Responsible for assigned sites executing the HTMG mission and vison every patient every time
• Handles patient complaints and inquires that require escalation
• Enforce company policies and procedures
• Ensure compliance with OSHA, blood borne pathogens, HIPAA, Medicare regulations
• Direct all billing and collecting procedures, to include appropriate coding and ensuring that staff are trained and educated in all government, national, and medical coding and billing regulations.
• Monitor delivery of patient services to include reviewing physician activity data and forecast and prepare for all changes needed or impacted by patient load, billing/collecting procedures, and regulations and policies.
• Complete various special projects, which may require reviewing and analyzing information, identifying problems, recommending solutions and writing reports.
• Manage space planning, renovation, and all allocation.
• Recruit, supervise, and direct all staff to ensure the clinic operates in an efficient manner and that the patients receive high quality customer service.
• Conduct performance reviews, provide for personal development of staff, and encourage retention.
• Establishes work schedules and assignments for staff based on workload and ensures adequate coverage.
• Maintain inventory of all medical and clerical supplies
• Coordinates maintenance needs with the Facilities staff
• Identifies and implements ways to improve service to patients
• Identifies problems, and proposes and implements solutions
• Works closely with other practice managers and members of leadership to ensure access to high quality, comprehensive care.
• Participation and adherence to operating budget
• Trains and orients staff to current and new clinic procedures, and processes.
• Responsible for ensuring accurate and timely entries of pertinent medical information on all patients: telephone encounters, documents, escribes, ERX’s, reports and medical records from outside facilities, refills, no shows and cancellations.
• Ensures all patient forms are filled out and completed timely
• Perform other duties as assigned.

Experience

• 7 - 10 years of experience required in management of operations for a large medical group or other related health care organization

Education

• Bachelor’s degree in business or health care related field required
• Masters prepared preferably in HealthCare

Knowledge, Skills & Abilities

• Strong organizational, leadership and time management skills.
• Ability to manage multiple projects effectively
• Demonstrated expertise in problem solving, priority setting, and analytical skills.
• Strong interpersonal skills and attention to detail
• Must have a mature and professional demeanor as well as possess mastery in customer service.
• Must be able to communication clearly and effectively.
• Ability to work effectively under stress and prioritize in a fast-paced environment.
• Knowledge of budgets and budget process including mathematical and accounting skills, ability to make sound financial decisions, and ability to use calculator.
• Knowledge of CPT and ICD-10 coding procedures and be familiar with Medicaid, Medicare, and commercial insurance billing procedures.
• Ability to take initiative using independent judgment and discretion.
• Knowledge of computer technology, including word-processing, spreadsheet, reports, and business correspondence.
• Knowledge of office management and administrative procedures, and the ability to supervise and review the work of others.
• Knowledge of medical terminology
• Ability to interact with providers, professional, administrative and higher level management personnel.
• Familiarity with medical records administration, and knowledge of clinic and physician/patient protocols.
• Knowledge of EMR systems, data processing equipment, personal computers, and other standard business machines common to most offices.

Work Hours, Travel Requirements

• Clinic hours vary at each location; Monday – Friday, Clinic Hours and as needed to meet business needs and/or the needs of our patients. Occasional Saturday training required.
• Reliable transportation for travel to clinic and administrative offices is necessary.

Working Conditions & Physical Requirements

Medical office/clinic environment; exposure to infectious diseases, bodily fluids, toxic substances, medicinal preparations, and other conditions common to a clinic environment.

• While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Must be able to perform the essential functions of the position.
• Must be able to meet the attendance requirements of the position and adhere to the HealthTexas Medical Group attendance policy.
• Must be able to assist the patients in the event of an emergency.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.
• Requires manual dexterity, sitting, standing (no less than 2 hours at a time), stooping, reaching, kneeling, crouching, bending, walking, lifting up to 50 lbs.