Job Title: Pediatric/ Adult Strabismus Ophthalmic Practice Administrator
Supervisor: Practice Physician Leadership Florida Pediatric Associates
Successful candidate will provide strategic leadership at Pediatric Eye Consultants to establish long-range goals, strategies, plans and policies. This position is responsible for identifying and implementing plans to optimize business development opportunities, as well as position Pediatric Eye Consultants for ongoing success. Demonstrated ability to build and maintain strong relationships with industry leaders, referring doctors, and business colleagues is an important quality in the successful candidate.
Primary Responsibility: Manages the administrative and clinical day-to-day operational activities for the practice. Organizes the administrative responsibilities of the practice and allocates resources to these functions. Ensures that the practice is operating efficiently in the areas of: employee management, medical practice compliance, financial oversight, and revenue cycle management.
Principal Duties and Responsibilities
Responsible for daily clinical and administrative operations including: patient scheduling, all front office responsibilities, to include patient eligibility, check in and check out, patient triage, staff supervision, resolving conflicts, and communicating with staff, patients, families, and outside providers.
Manages the daily operation of the practice by implementing clinical and administrative policies and procedures.
Hires, on boards, evaluates, supervises, and trains all clinical and administrative staff following FPA guidelines.
Ensures excellent customer service and the highest level of patient service.
Schedules staff to meet operational requirements.
Serves as a back up when staff is not present.
Ensures coordination of employee schedules, PTO, and LOA.
Ensures timely submission of staff payroll.
Ensures employees’ OSHA, HIPAA and other training requirements are up-to-date.
Ensures ongoing compliance in the areas of: OSHA, HIPAA, Blood borne Pathogens, Exposure Control Plan, Biomedical Waste, and CLIA.
Provides ongoing education and evaluation of employees including: 90-day reviews, annual reviews, and performance improvement plans (PIP).
Ensures all work areas and examining rooms are kept organized, stocked and cleaned according to OSHA and CDC Guidelines.
Ensures all phone calls are answered promptly and in a courteously manner.
Orders medical and office supplies in the most cost efficient manner.
Responsible for accurately coding all vendor invoices prior to submitting to FH for payment processing and reviewing general ledger for accuracy.
Assures that all vendors that have access to protected health information (PHI) have appropriate BAA (Business Associate Agreements).
Assures that all employee injuries or emergencies are handled according to FPA/ FPMS policies and procedures.
Works directly with FH central billing office regarding any charge, payment or collection discrepancies, requests for additional information or questions are promptly resolved.
Works directly with HR – Provider Relation Department to ensure providers are credentialed and re-credentialed in a timely fashion.
Reviews Month - End RCM reports and identifies any office related trends.
Ensures the accurate collection of patient due (deductible, co-insurance, co payment) amounts to include office services, procedures and surgical pre-payments.
Participates in periodic meetings to review practice financial key indicators, accounts receivable and denial trending.
Assists in developing and implementing practice long term plans to include facility and equipment needs and expansion.
Responsible for facility maintenance and cleaning personnel.
Monitoring timeliness of electronic health record completion and provider charge submission.
Serve as brand representative for the practice and Florida Pediatric Associates by embracing the company culture and mission statement, core values and standards of conduct.
Strictly adhere to FPA Standards.
Strictly adhere to Compliance Standards.
Strictly adhere to Privacy and Security Standards.
Strictly adhere to Department policies and procedures.
Comply with FPA Employee Handbook policies and procedures.
Participate in FPA quality assurance and quality improvement process.
Participate in FPA corporate compliance program.
Promptly report suspected acts of non-compliance with Company Standards and Policies.
Participate in job-related continuing education programs.
Employee shall be able to:
Exercise a high degree of initiative, judgment, discretion and decision making to achieve objectives.
Establish and maintain effective working relationships with clients, vendors and other FPA employees.
Demonstrate effective written and verbal communication skills.
Effectively time-manage job responsibilities.
Organize workflow and documentation.
Demonstrate detail-oriented work product.
Identify and resolve problems related to human resource management.
Manage confidential employee information in a professional manner.
Utilize and manage Windows based software programs including word processing, spreadsheet and database software.
While performing the duties of this job, the employee regularly works in a medical office setting.
Physical Demand Requirements
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and to reach with hands and arms. The employee is frequently required to stand, talk and hear.
Florida Pediatric Associates provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Florida Pediatric Associates complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Education and Training
CPDM, CMM, or CADPM certification highly desirable.
COE certification preferred
Experience and Knowledge
Minimum of 5+ years experience managing a medical practice.
Prior supervisory experience directing administrative and clinical employees in a medical practice.
Ability to effectively interact with physicians, patients and other staff members.
Strong verbal and written communication skills.
Microsoft Office Software proficiency.
Knowledge of EMR and RCM systems.
A working knowledge of standard accounting and finance principles as well as experience in developing and managing an operating and capital budget.
Knowledge of OSHA, HIPPA, Blood borne Pathogen Program, Biomedical Waste and Exposure Control Compliance guidelines.
Knowledge of finance management (accounts payable/ accounts receivable) and budget formulation within a medical practice.
Knowledge of Human Resource Management (DOL, ADA, FMLA, EEOC, Workers Compensation), Employee Evaluation and Performance Improvement Plans (PIP).
About Pediatric Eye Consultants of North Florida, FPA
Pediatric Eye Consultants of North Florida is looking for a Pediatric oriented optometrist to join its growing practice. Located in north Ponte Vedra Beach, this exceptional, customer service oriented, concierge-style practice prides itself in quality care, personal attention and a passion for excellence. Currently a sole practitioner group, we desire a partnership with someone interested in co...mplimenting our current services. Interest in low vision, cortical visual impairment, contact lens fitting and clinical trials (practice has been accepted as a PEDIG site) would be highly regarded. Practice management currently supported by FPA/FPMS, allowing our practice to negotiate competitive rates and to support a full range of benefits including matched 401K, medical, vision, dental and profit sharing.