Job Description

We are seeking a highly organized and dedicated Practice Site Administrator (PSA) to oversee office operations, manage personnel, and ensure smooth day-to-day functionality. The PSA will be responsible for staff recruitment, training, evaluation, and scheduling while maintaining compliance with policies and procedures. Additionally, this role involves office management, billing oversight, and operational efficiency.

Responsibilities

Personnel Management & Training

• Recruit, train, evaluate, schedule, and supervise all office personnel.
• Educate staff on job requirements, expectations, and operational procedures.
• Work closely with Human Resources and Operations to address staffing concerns such as performance issues, conflicts, and shortages.
• Maintain personnel records, document concerns, and provide counseling as necessary.
• Conduct regular office meetings and huddles to communicate updates, policies, and procedural changes.

Office Operations & Compliance

• Ensure the office environment, including waiting areas, exam rooms, and common spaces, remains neat and organized.
• Train employees on IFOD procedures, including handling system outages and usage of IFOD functions (Icon/USB).
• Ensure all staff is proficient in using Phreesia and NextGen systems.
• Monitor and adjust physician schedules to ensure patient appointment policies are adhered to.
• Manage daily staff schedules, vacation requests, and Saturday shifts.
• Oversee office supply inventory, vendor relationships, and staff training on purchasing software (E-Requestor).

Billing & Financial Management

• Operate within budget constraints, approve invoices, and maintain policy compliance.
• Reconcile petty cash and change drawers daily.
• Manage old A/R reconciliation and prepare necessary documentation for corporate office.
• Ensure daily deposits are made, with proper documentation attached.
• Oversee billing tasks including KEPT reports, charge drops, claim edits, and insurance claims processing.
• Ensure correct billing codes are used for various procedures and office visits.
• Post hospital consults and ER visits monthly.

Scheduling & Coordination

• Precertify and schedule surgeries, maintain surgery totals, and process referrals.
• Work closely with doctors on scheduling, medical fees, and patient follow-ups.
• Assist in coordinating medical record requests and ensure timely processing of billing requests.
• Maintain facility checklist for ongoing maintenance and cleanliness.

Technology & Compliance

• Assist in the training and implementation of the new Electronic Medical Records (EMR) system.
• Ensure compliance with office protocols and keep updated logs of payment journals and accounts payable records.

Personal Attributes

• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong leadership and communication skills to effectively manage personnel and office operations.
• Willingness to train and mentor employees to enhance team performance.
• Highly organized and detail-oriented.
• A proactive approach to problem-solving and decision-making.

Benefits Package Includes

• Medical, Dental, and Vision insurance
• Company-paid long-term disability
• Flexible spending account
• Company-paid life insurance
• Voluntary life insurance options
• 401(k) plan
• Pet insurance

If you are a motivated professional with a passion for healthcare administration and office management, we invite you to apply and join our dynamic team!

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