Emergency Medicine Practice Administrator

Job Description

Job DescriptionPosition Description

The Emergency Medicine (EM) Practice Administrator of Aligned Providers Wyoming (APW) will oversee the daily administrative processes and assist with the management of APW's emergency medicine providers. Additionally, they will support the leadership of APW for administrative duties. They will also serve as the liaison between APW and Medical Staff Office(s). This role is accountable for providing direct comprehensive administrative and clerical support in daily operations and activities in the department.

This role requires a proactive, resourceful, and discreet individual who can properly manage confidential information with the utmost professionalism.

Job Type: Exempt, full-time

Location: On-site - Cheyenne Regional Medical Center

Reporting to: This position will report to the Director of Administrative Operations, or designee.

Essential Duties

The position is responsible to perform the following, but not limited to key items:

Practice Administration

• Oversee the day-to-day activities; assist with scheduling, including creating and managing provider schedules
• Generate monthly schedule breakdowns
• Provide support to APW Regional Scheduling Coordinator and site Medical Directors as needed
• Reinforce policies and procedures to ensure that all providers follow and adopt site policies and procedures
• Manage the provider orientation process, to include education of new staff and working with MSO's to assist with orchestrating hospital specific orientation processes. This may include preparing travel arrangements for providers
• Work with payroll to ensure accurate input of hours and efficient deposit of funds semi-monthly
• Act as liaison to all third-party vendors
• Support with recruitment and credentialing processes with APMSO operations accordingly as needed
• Coordinate the daily work schedules of site leadership to efficiently make appointments and generate virtual meetings. This will require attendance to record meeting minutes
• Monthly data extraction. Collaborate with the leadership team to identify quality initiatives and manage quality metrics, including tracking, reporting, and posting
• Prepare provider evaluations. Schedule, prepare and document necessary data for all evaluations, i.e., areas of improvement, action plans, kudos and acknowledgment, YTD metric data
• Monitor provider schedules and keep track of additional time worked
• Promote effective working relationships with ancillary departments and hospital leadership to help facilitate meeting department goals and objectives
• Ability to effectively utilize EMR to review charts for completion, or missing items such as physical examinations, H&P's, provider signatures and co-signatures, etc.
• Assist with APW apps and platforms, i.e., QGenda, GroupMe, any applicable current platforms used, and future platforms in which may be implemented
• Monitor delinquent charts for submission and coordinate with medical records for timely billing
• Maintain close relationships with site department leadership at our client facility(ies)
• Promptly forward provider inquiries to the appropriate department(s) and/or contact(s)
• Effectively communicate essential information to and from providers and leadership regarding: client updates, HR information, leadership and operations, other information as requested
• Prioritize patient satisfaction by following up when needed, coordinating appointments/scheduling discharge follow-up appointments, assisting with placement of patients based on their proximity and needs
• Other site-specific responsibilities as assigned by site Medical Director and/or site administration

Administrative and Clerical

• Calendar Management: effectively manage complex schedules, including appointments, meetings, and travel arrangements
• Meeting Preparation: prepare for meetings by gathering necessary materials, scheduling participants, and taking/disseminating detailed minutes
• Project Management: assist with various projects and initiatives, including tracking deadlines, coordinating tasks, and providing administrative support
• Financial Management: manage leadership expenses, reimbursements, and invoices
• Communication: maintain effective communication with internal and external stakeholders, including board members, executives and clients
• Confidential Information: handle sensitive and confidential information with the utmost discretion and professionalism
• Office Management: oversee office operations, including managing office supplies, equipment, and vendor relationships

Other duties include:

• Using good judgment in assessing the urgency and relevance of problems and matters
• Process final documents and arrange for distribution
• Ensure smooth operation of APW's office through efficient coordination of procedures and workflows
• Other duties as assigned

A successful site EM Practice Administrator will possess a set of prerequisite skills to qualify them for this position:

1. Effective and clear verbal and written communication skills

2. Excellent interpersonal skills

3. Demonstrated ability to lead and develop with a growing organization

4. Demonstrated ability to serve as a successful participant with the team

5. Evidence of the practice of a high level of confidentiality

6. Deft organizational skills and project management

7. Ability to manage multiple priorities and meet deadlines

Education: Associate's degree in related field; bachelor's degree highly preferred

Experience

• 5+ years of related experience in healthcare administration, with a focus on medical practice management
• Healthcare industry experience a plus
• Experience in practice administration and personnel management in a similar environment
• Experience with EMR
• Knowledge of provider credentialing and enrollment processes
• Physician management operations
• Proficient with Microsoft applications; Word, PowerPoint, Excel, Outlook, SharePoint
• Administrative experience
• Leadership and effectively collaborating with executives
• Familiarity with QGenda preferred, but not required

Preferred Qualifications/Knowledge & Skills

• Self-motivated with the ability to work independently and complete required duties
• Exceptionally organized with the ability to manage multiple high priority tasks
• Excellent interpersonal and communication skills
• Resilient and flexible
• Ability to provide consistency in messaging and actions
• Ability to actively and purposefully seek out opportunities to listen to providers needs and engage in meaningful and solution-oriented dialogue. A transparent communicator that follows through until issues are resolved
• Basic medical knowledge
• Strong problem-solving and decision-making skills
• Time management
• Ability to gain trust of management, peers & staff, and cultivate/maintain effective relations

We Offer

• Competitive salary and benefits package
• Opportunities for professional growth and development
• Supportive and collaborative work environment
• Paid time off

This position requires successful completion of a background investigation and drug screening, which are conditions of employment.

• Background Investigation: We will verify the information you provided, such as your employment history, education, and references. Depending on the position and local laws, a criminal background check may also be conducted. You are obligated to disclose any information that may be revealed in the background check. Falsification or misrepresentation of information may negatively impact your candidacy.
• Drug Screening: You will be required to undergo a drug screening test. A positive test result for illegal substances, refusal to take the test, or tampering with the results may lead to the withdrawal of a job offer or termination of employment.