Reliant Medical Group is seeking a Site Administrator II to join our excited and innovative organization!
Full Time: 40
Hours: Monday - Friday 8:30AM - 5:00PM
Locations: Leominster and Fitchburg
Provide leadership and management to the larger Site, in collaboration with the physician dyad or appropriate leadership. Responsible for the operational management and coordination of the overall day-to-day activities, clinical services and programs, of assigned staff at designated site to ensure appropriate systems, policies and procedures are in place to drive financial results, quality clinical outcomes, patient, staff and physician satisfaction, and excellent financial performance. Collaborate with physicians and leadership to develop and implement the practice business plans, measure performance, and develop and implement improvements.
Manage day-to-day operations by handling issues within the site with physician dyad or appropriate leadership, while fostering an environment of continuous improvement and maintaining high standards for service that supports The Reliant Experience to patients, providers and others.
Overall operational responsibility for the routine business and clinical functions including review and development of corrective action plans for Staff Safety Alerts, timely and accurate submission of payroll, management of staff time off requests and provider time off requests. Ensure appropriate supplies, equipment, signage, cleanliness of site, maintenance of the grounds and safety of the facility.
Resolve clinical-administrative issues within the site and keep lines of communication open with staff and others to ensure high employee morale and a professional atmosphere. Is accountable and holds team accountable for maintaining the highest possible performance standards. Work with Director and other leadership to meet agreed upon commitments even under difficult circumstances.
Development, creation and implementation site access standards with staff and leadership.
Monitor and optimize access to care through all available channels such as: appointments, telephone calls, and MyChart. Monitors and maintains access related goals, patient demand at the practice, and works with physician dyad or appropriate leadership to meet the demand on a real-time basis. Work with staff and other leadership to deploy available resources to meet demand.
Provide staff and providers with regular feedback about utilization. Develop and implement programs to reduce waste, and to improve effective use of clinical resources.
Lead site management group on issues such as site level metrics, personnel, staffing efficiency, patient experience, site culture, optimization of space, etc.
Ensure compliance to established policies, procedures, quality assurance programs, safety and infection control policies and procedures including required compliance assessment completion. Acquire and maintain site accreditations as required
Utilize non-clinical partners efficiently while considering the impact on the site and caring for patients.
Oversee non-direct reporting site personnel such as facilities, receiving, greeters, central check-in, etc.
Maintain knowledge of EMR with the ability to navigate through various types of situations.
Attend required meetings and participate in committees as needed
Ensure the highest level of patient satisfaction within the site. Interact with patients and respond to and address concerns or issues as needed. Work with physician, staff, leadership and others to address and prevent problems. Develop a variety of customer services standards and programs.
Ensure cash handling and operational business practices and procedures are followed including cash collections, cash out, reconciliations and other requirements of the business office, accounting departments, etc.
Oversee the management of the telephone flow and access. Match call volumes and staffing to meet the expectations of patients/customers.
Meet regularly with physician dyad, appropriate leadership or others to ensure the efficient flow of day-to-day activities.
Responsible for site coordination of various plans/policies such as work place violence plan, disaster plan, fire safety, etc.
Demonstrate general understanding of Corporate Business Model and how the site contributes to the bottom line of the organization.
Develop and recommend the operating and capital budgets for the assigned areas managed in partnership with director and physician dyad. Manage approved budget activities to assure financial goals met. Monitor expenditures for compliance to approved budget. Resolve discrepancies. Maintain or exceed budgeted financial performance by addressing deficiencies and recommending improvement ideas.
Measure productivity and facilitate collaborative problem-solving and communication with the physicians and leadership team. Recommend, develop, and implement improvements for the site.
Develop, maintain and report key metrics that identify drivers of business performance of the site and point to areas of action if there are discrepancies. Develop creative solutions to resolve discrepancies.
Design and implement initiatives that optimize financial and operational performance to achieve a high level of quality patient care, patient and provider satisfaction, and employee and provider engagement.
Provide director and other leadership with regular summarized updates on key performance indicators including monthly review of financial tools with reporting and articulation of key operational drivers of success or variance.
Maintain or improve upon budgeted staffing compliments by monitoring FTEs and adjusting staffing volume as needed.
Summarize complex business information into easy to understand and read formats.
Planning & Decision Making
Analyze problems/issues systematically and logically, and is resourceful in recommending solutions.
Formulate, develop and implement project plans as needed.
Cultivate an environment of continued improvement. Create and follow standard work processes and collaborate to define best practices.
Support and assist with local provider partnerships and community outreach programs that enhance the business outcomes of the site business needs. Participate in various community activities representing the organization. Markets the site with community leaders and others.
In collaboration with the physician dyad or appropriate leadership, actively supports the organization’s mission, vision and strategic plan. Communicate with staff, providers and others.
In collaboration with the physician dyad or appropriate leadership, collaborate and communicate regularly in order to foster a collaborative, team-based practice and positive environment for staff, providers and patients in writing or verbal.
Communicate effectively with team members and providers. Follow the P-O-R-E method - Problem –Option – Recommendation – Evaluation for communicating issues.
Lead regular department and site meetings of staff and/or including providers in partnership with physician dyad or appropriate leadership to assure consistent communication on key strategies and business items
Engage staff and patients by rounding throughout the site. Promote daily team huddles.
Responsible for employee and provider engagement and empowerment in daily operations including review of annual engagement scores through Press Ganey, in partnership with physician dyad or appropriate leadership.
Continuously recruit and hire the best performers by participating in the hiring, orientation and review process of employees in the practice.
Collaborate with HR Business Partner or others to objectively address performance issues; address and document thoroughly, utilizing Performance Improvement Plans and the disciplinary process.
Develop highly functioning teams by continuous performance improvement. Create an environment that nurtures empowerment of all staff members.
Complete annual performance reviews by established deadline date. Develop annual goals by established deadline date and assesses goals at minimum quarterly.
Participate in setting goals for the site with the physician dyad, director or others and ensures the goals are accomplished within the time frames.
Prepare annual goals and objectives in support of the organization’s strategic initiatives, and reports on progress as required.
Act as a role model/resource to all team members
Share resources to align supply with demand across RMG as needs are identified; cross train as appropriate.
Create and utilize localized recognition programs that provide incentives for meeting or exceeding department or site goals.
Identify employee potential and develop succession plan to assure promotion of strong performers
Lead by example and act as a role model while creating and sustaining an environment that promotes accountability, teamwork, and promotes change. Display behaviors and attitudes consistent with ensuring the ideal patient experience.
Build and maintain relationships with all disciplines throughout the organization based on mutual respect and trust.
Work effectively toward solutions and compromises that take the needs of all involved into account to ensure positive outcomes.
Deliver frank, constructive and honest feedback to director, staff and physician dyad.
Be visible and engaging of providers and staff through rounding in the practice daily
Ensure compliance to all health and safety regulations and requirements.
Regular, reliable and predicable attendance is required.
Perform similar or related duties as required or directed.
BA/BS in Business Administration, Finance Healthcare or related field and seven to 10 years of managerial experience. Demonstrated leadership, financial, and management skills. Proven experience in coordinating and managing physician office practice. Demonstrated business and financial planning skills such as budgeting, staffing ratios, healthcare billing and collections, etc. Excellent interpersonal, organizational and communication skills. Demonstrated ability to handle multiple priorities. Knowledge of a variety of software products/systems such as Microsoft Office Excel, Word, Power Point, Electronic Medical Record, Budgeting, etc.