Job Description

Job Description

Role Summary

The Practice Administrator is responsible for the end-to-end operational performance of the clinic, including patient flow, staffing, revenue cycle coordination, vendor management, and compliance. The role exists to remove operational burden from physicians and ensure disciplined execution.

Operations & Patient Flow

·        Optimize scheduling templates and provider utilization

·        Reduce cancellations, no-shows, and idle capacity

·        Standardize workflows across front desk, clinical support, and back office

·        Design, document, and enforce standard operating procedures (SOPs)

·        Design workflows that support on-site and nearshore administrative staff

Revenue Oversight & Financial Controls

·        Partner with billing team or vendor to monitor AR, denials, and collections

·        Reconcile billing vendor collection reports to actual bank deposits on a routine basis

·        Investigate and explain variances, write-offs, and adjustments

·        Coordinate with bookkeeping/accounting to support monthly close accuracy

·        Identify revenue leakage and operational constraints

·        Maintain daily, weekly, and monthly revenue dashboards

Staff Leadership (On-site & Nearshore)

·        Lead all non-provider staff, including nearshore administrative team members

·        Establish clear roles, performance expectations, and measurable outcomes

·        Ensure secure, compliant system access and data handling by remote staff

·        Address performance issues promptly and consistently

KPI Ownership & Reporting

·        Define, track, and report operational KPIs

·        Explain trends, risks, and variances to physician owners

·        Translate data into actionable recommendations

Change Management & Authority

·        Redesign workflows to improve efficiency and control

·        Enforce operational standards and accountability

·        Escalate unresolved issues with data-backed recommendations

Physician Enablement

·        Shield physicians from day-to-day operational distractions

·        Translate physician priorities into executable operational plans

·        Run efficient staff and leadership meetings with clear follow-ups

Vendors & Systems

·        Act as the primary operational owner of billing and administrative vendors

·        Hold vendors accountable to contracted service levels

·        Oversee EHR, billing, lab, and service vendors

·        Lead implementation of operational and system improvements

Compliance & Risk

·        Ensure HIPAA, OSHA, and payer compliance

·        Maintain policies, documentation, and training

·        Reduce operational, financial, and compliance risk exposure

·        5+ years in medical practice administration or clinic operations

·        Experience managing hybrid or remote (nearshore/offshore) administrative teams

·        Experience in $1M–$5M revenue practices

·        Strong understanding of revenue cycle fundamentals, including cash reconciliation

·        Proven ability to manage vendors and enforce accountability

·        Demonstrated change management experience

·        Data-driven decision-making mindset

·       Proficient in English and Spanish

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