Practice Administrator

Company Overview:

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.

Job Summary:

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.

Responsibilities and Duties:

  • Establish and maintain strong relations with Medical Directors, Administration, managers, providers, Nursing, hospital, PA Manager, 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 Providers], credentials, complaints, compliments, and quality)
  • Maintain monthly clinical dashboard and office 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.
  • 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
  • Process I-9 verifications for all new site employees
  • Maintain communication with Human Resources, Credentialing, Enrollment, and Payroll
  • Consult with management 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

Qualifications and Skills:

  • High school diploma or GED required, Bachelor’s degree preferred
  • Minimum 2 years’ medical office management experience
  • 6 months’ scheduling experience
  • Expertise with Microsoft Office Suite and other desktop systems
  • 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